QuickBooks Integration (Advanced): Handle Sync Issues

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We try to provide smooth sync between TaxDome and QuickBooks. However, occasionally, sync issues do occur. The firm owner and admins always get notifications about QuickBooks sync errors and can fix them.

Sync issues types, explained

If you get an error, watch out for these possible reasons, so you can fix it:

  • Your TaxDome account data doesn’t match the QuickBooks data.
  • QuickBooks sync with TaxDome was disabled on QuickBooks.
  • You have edited/deleted a QuickBooks entry that was earlier synced with TaxDome.

To review and handle sync issues, either click the orange banner at the top or go to your TaxDome Settings from the left sidebar, select Integrations in the menu bar, go to QuickBooks, then review the QuickBooks Errors section.

Errors:

  • Client: These are errors caused by TaxDome and QuickBooks client data not matching.
  • Invoices: These are errors caused by TaxDome Invoices and QuickBooks Invoices data not matching. For example, if you have manually changed a TaxDome invoice number, you may have to duplicate the invoice number in QuickBooks.
  • Payments: These are errors caused by TaxDome and QuickBooks Payments data not matching.
  • Refunds: These are errors caused by TaxDome and QuickBooks Refunds data not matching.
  • Expenses: These are errors caused by Stripe Payment Processing Fees and QuickBooks Expenses data not matching.
  • Services: These are errors caused by TaxDome and QuickBooks Product/Services data not matching.

How to Fix Invoices, Payments, Refunds, Expenses, and Services-Related Common Issues

You have the following options to try to fix errors with Invoices, Payments, Refunds, Expenses, and Services in the QuickBooks Integrations tab:

  • Resync: Try syncing the entries again. You may want to do this after you’ve made changes to your QuickBooks data. If the sync is unsuccessful, the issue will still be visible in the list.
  • Skip: Don’t try to sync a third time. If you do, you won’t be notified about the issue.
  • Delete: This option is available for Services only. By selecting it, you delete the failing services from TaxDome. Then, you can fix it by 1) editing the Service income account, 2) creating a new Service, and syncing it with QuickBooks.

Common errors & fixes

Here, we've compiled a table featuring the most common QuickBooks error messages and their corresponding solutions:

Item no. Error message Issue type Description How to resolve
1 Can't find an exact match for *Account name* in your QuickBooks account Client There are no customers matching the required account name in your QuickBooks account Create or edit the existing QuickBooks account to meet the requirement of exact account name matching.
2 Duplicate Name Exists Error: The name supplied already exists. : Client Payment method in QuickBooks is selected incorrectly. For payment method CREDIT CARD, type: CREDIT_CARD should be selected instead of type: NON_CREDIT_CARD Edit and save payment method in QuickBooks. Log in to TaxDome as the Firm owner and resync the sync errors on the QuickBooks Integrations tab.
3 Invalid Customer: The customer you have specified has been deleted. You cannot create or edit a transaction with a deleted customer. Client The encountered error arises when an account has been removed from QuickBooks. Skip the error on the QuickBooks subtab of the Integrations tab.
4 Duplicate Document Number Error: Duplicate Document Number Error : You must specify a different number. This number has already been used. DocNumber=1781 is assigned to TxnType=Invoice with TxnId=3188 Payments/Invoices An issue has arisen where invoice numbers are being generated independently in TaxDome and QuickBooks, leading to a discrepancy between the two systems. This error indicates that, at some stage, the invoice numbers have overlapped, resulting in conflicting numbering sequences. To avoid automatic number sequencing conflicts between TaxDome and QuickBooks, you can:
  • Manually set the number sequencing in TaxDome after verifying unused numbers in QuickBooks. Learn more here.
  • Enable the Custom transaction numbers option in QuickBooks settings to input specific numbers for transactions.
By implementing these options, you can prevent numbering inconsistencies. You can also enable the Sync invoice number with QuickBooks online option on the Setting-Integration – QuickBooks tab.
5 Invalid Reference Id: Invalid Reference Id : Line.SalesItemLineDetail.ItemRef Payments/Invoices Client assigned to this transaction has been deleted. Skip the error on the QuickBooks Integrations tab.
6 A business validation error has occurred while processing your request: Business Validation Error: The Amount Received (plus credits) can't be less than the selected charges. Also, the selected charges can't be less than the selected credits. Payments/Invoices This error occurs when a vendor credit is applied to the Invoice in TaxDome, and that application is trying to sync to QuickBooks Online, but the open balance of the Invoice in QuickBooks Online is less than the credit amount applied. If the invoice is already marked as paid in QuickBooks Online, research payments in both QuickBooks Online and TaxDome to ensure they match. If necessary, void the payment and/or remove the credits in QuickBooks Online.
7 Invalid account type used: Invalid account type: Check your account details before you continue. You may need to select a different type of account for your transaction. Expenses Wrong account is selected in the Expenses settings in QuickBooks. To fix the issue, check the account in QuickBooks where expenses are created. In TaxDome settings, select the same account, and click Resync under the three dots to the far right of the error on the QuickBooks Integrations tab. These steps will synchronize the account settings and resolve the problem. Link to the QuickBooks knowledge base.
8 Please specify the income account Services Income account is not specified. Please specify the service income account in the QuickBooks subtab of the Integrations tab in your Settings
9 Invalid account type used: Invalid account type: You can't associate a product or service with accounts of certain types (such as Accounts Receivable and Accounts Payable). Services This error occurs when an item is attempting to sync from TaxDome to QuickBooks Online, but the account associated with the provided service isn't the correct account type. In TaxDome, edit the provided service to the correct account type, and sync again. If the product or service is something you sell, choose an Income account; if it's something you purchase, choose an Expense account. Learn more here.
10 String length is either shorter or longer than supported by specification: String length specified does not match the supported length. Min:0 Max:100 supported. Supplied length:110 Services This error occurs when an item is attempting to sync from TaxDome to QuickBooks Online, but the account associated with the provided service isn't the correct account type. In TaxDome, edit the provided service to the correct account type, and sync again. If the product or service is something you sell, choose an Income account; if it's something you purchase, choose an Expense account. Learn more here.
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