How to resolve common QuickBooks Online errors

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In this article, you will learn how to resolve common syncing issues you may encounter when using the QuickBooks Online integration.

Connecting your QuickBooks Online account to Workiz saves you time by keeping all of your financial data in one place.

Occasionally, you may run into issues when syncing data between the two platforms. Below are the most common error messages, what they mean, and how to resolve them.

Client errors

  • Meaning: The client you are trying to sync from Workiz to QuickBooks does not have a first and last name. QuickBooks does not allow clients to exist without a first and last name.

    Fix: Edit the client's profile in Workiz to include a first and last name. Changing the client's details prompts an automatic resync.

  • Meaning: Workiz allows multiple clients to share the same name, but QuickBooks does not. You attempted to sync a client from Workiz with the same name as a client that already exists in QuickBooks.

    Fix: First, determine whether the duplicate clients in Workiz are the same person:

    • If they are the same person, merge the clients in Workiz. To learn more about merging clients, please see this article.
    • If they are not the same person, select Resolve now in the error message to automatically add a differentiator to the client's name (e.g., John Smith, John Smith - 2) so the sync can occur. To learn more about resolving client conflicts, please see this article.

  • Meaning: The client you are trying to sync shares the same name as a client, supplier, or employee saved in QuickBooks.

    Fix: Do one of the following:

    • Change the name of the supplier or employee in QuickBooks
    • Deactivate the supplier or employee in QuickBooks
    • Change the name of the client in Workiz

    If needed, manually resync the client from your sync history log in Workiz: check the box for the relevant entry, then select the sync button at the top of the log.

  • Meaning: The client you synced from Workiz to QuickBooks has been made inactive in QuickBooks.

    Fix: Open the client's profile in QuickBooks and reactivate the client. Then, from your sync history log, manually sync the affected client before syncing the invoice.

  • Meaning: The client you are trying to sync has a parent client that is not synced to QuickBooks.

    Fix: Do one of the following:

    • Make sure the client's parent client is synced to QuickBooks
    • Remove the parent client relationship from the client's profile in Workiz

  • Meaning: The client failed to sync during the initial sync with QuickBooks.

    Fix: Contact Workiz support.

  • Meaning: Multiple users on your QuickBooks account were editing this client's information at the same time.

    Fix: Open the client's profile in QuickBooks and make your edits again. Make sure no other user on your account is editing the client at the same time.

  • Meaning: Your QuickBooks subscription is no longer active.

    Fix: Contact QuickBooks.

Invoice errors

  • Meaning: In QuickBooks, every invoice needs an associated client to sync. You tried to sync an invoice linked to a client that hasn't been synced from Workiz to QuickBooks yet.

    Fix: Check your sync history log in Workiz to verify the client has been synced to QuickBooks. If it hasn't, see the client errors section to resolve the client sync issue.

  • Meaning: The invoice you are trying to sync from Workiz to QuickBooks contains line items that are not yet synced with QuickBooks.

    Fix: Go to your price book settings page and make sure the affected items are active. If they are already active, sync the affected items from your sync history log.

    After the items sync successfully, sync the affected invoice from your sync history log.

  • Meaning: In QuickBooks, every invoice needs line items to sync. You tried to sync an invoice that doesn't have any line items.

    Fix: Add line items to the invoice. Then, from your sync history log, manually sync the affected invoice.

  • Meaning: The invoice you attempted to sync has the same ID as an invoice that already exists in QuickBooks. This can happen if:

    • You disconnected and reconnected your QuickBooks integration
    • You previously synced this QuickBooks account to a different Workiz account

    Fix: Open the invoice in QuickBooks and manually change its ID. Then, from your sync history log, manually sync the affected invoice.

    Enabling two-way sync with QuickBooks may help prevent this issue. To learn more about enabling two-way sync, please see this article.

    If you're using the Match invoice IDs when possible setting, invoice numbers that are already taken in QuickBooks are resolved automatically. To learn more, please see this article.

  • Meaning: You're using the Match invoice IDs when possible setting, and the invoice's Workiz ID already existed in QuickBooks. Since QuickBooks doesn't allow duplicate invoice numbers, Workiz automatically added a unique identifier to the ID so the invoice could sync.

    Fix: No action is needed. The invoice synced successfully. The message shows the ID the invoice was given in QuickBooks, so you can search for it there. To learn more, please see this article.

  • Meaning: You attempted to sync an invoice that includes an inventory item, but the item's "as of date" in QuickBooks is later than the invoice date (e.g., the invoice date is Jan 1, 2024, but the "as of date" is Feb 1, 2024).

    Fix: Go to your products and services settings page in QuickBooks and edit the item's "as of date" so it comes before the invoice date. Then, from your sync history log, manually sync the affected invoice.

  • Meaning: In QuickBooks, every invoice needs an associated client to sync. You tried to sync an invoice linked to a client that has been made inactive in QuickBooks.

    Fix: Clients in QuickBooks can only be made inactive, not deleted. Open the client's profile in QuickBooks and reactivate the client. Then, from your sync history log, manually sync the affected client before syncing the invoice.

  • Meaning: You tried to sync an invoice dated within a closed period in QuickBooks. This can happen if an invoice is entered late, after the previous period has been closed.

    Fix: In QuickBooks, reopen the period from Account and Settings > Advanced. Then, from your sync history log, manually sync the affected invoice.

  • Meaning: In QuickBooks, every invoice needs an associated client to sync. You tried to sync an invoice linked to a client that has been made inactive in QuickBooks.

    Fix: Clients in QuickBooks can only be made inactive, not deleted. Open the client's profile in QuickBooks and reactivate the client. Then, from your sync history log, manually sync the affected client before syncing the invoice.

  • Meaning: The invoice you synced from Workiz to QuickBooks has been deleted in QuickBooks.

    Fix: Contact Workiz support.

  • Meaning: Your QuickBooks subscription is no longer active.

    Fix: Contact QuickBooks.

Item errors

  • Meaning: To sync an invoice from Workiz to QuickBooks, the same tax rates must exist on both platforms. The invoice you are trying to sync has a tax rate that isn't found in QuickBooks.

    Fix: Review your tax rates in Workiz and make sure each one also exists in QuickBooks. Then, from your sync history log, manually sync the affected invoice.

  • Meaning: The item you are trying to sync already exists in QuickBooks, most likely because a duplicate item was created in Workiz.

    Fix: Go to your price book settings page and update the name of the affected item. This prompts an automatic sync of the item.

  • Meaning: You synced a bundle item from QuickBooks to Workiz. Workiz doesn't have a "bundle" item type, so the item synced as a "product." Any changes you make to the item in Workiz fail to sync back to QuickBooks.

    Fix: Workiz doesn't support editing bundle items synced from QuickBooks. To avoid this error, don't edit bundle items in Workiz.

  • Meaning: You synced an inventory item from QuickBooks to Workiz and tried to convert it to a non-inventory item in Workiz.

    Fix: Workiz doesn't support converting inventory items synced from QuickBooks to non-inventory items. To avoid this error, keep these items as inventory items.

  • Meaning: Your QuickBooks subscription is no longer active.

    Fix: Contact QuickBooks.

Payment errors

  • Meaning: QuickBooks only allows payment confirmation codes of up to 21 characters. The confirmation code entered for this payment in Workiz is too long.

    Fix: Open the payment in Workiz and shorten the confirmation code to 21 characters or fewer. If needed, manually sync the affected payment from your sync history log.

  • Meaning: Workiz can only sync cash, credit, or check payments from QuickBooks. You attempted to sync a payment with a different payment type.

    Fix: Open the payment in QuickBooks and change the payment type to cash, credit, or check.

  • Meaning: The payment you synced from Workiz to QuickBooks has been deleted in QuickBooks.

    Fix: Contact Workiz support.

  • Meaning: Your QuickBooks subscription is no longer active.

    Fix: Contact QuickBooks.

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