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

Workiz allows you to connect your QuickBooks Online account for a seamless and streamlined experience. The integration saves you time by hosting all of your financial data in just one place.

Occasionally, however, you may run into issues when syncing your data between the two platforms. Here, we cover some of the more common error codes and ways of resolving them.

Client errors

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

  Fix: Edit the client's profile in Workiz to include a first and last name. Making changes to the client's details should prompt an automatic resync.

• Meaning: Although Workiz allows you to create multiple clients who share the same name, QuickBooks does not. This error suggests that you attempted to sync a client from Workiz that already exists in QuickBooks with the same name.

  Fix: First, determine if the duplicate clients in Workiz are the same person. If they are the same person, please merge the clients in Workiz. If they are not the same person, please click on the "Resolve now" link in the error message to automatically add a differentiator to this client's name (e.g., John Smith, John Smith - 2) so that the sync may occur.

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

  Fix: Please perform one of the following:

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

  If necessary, perform a manual resync of the client in Workiz by going to your sync history log, checking the box for the relevant entry, and selecting 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 profile in QuickBooks and reactivate the client. After reactivating, go to your sync history log and perform a manual sync of 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: Please perform one of the following:

  • Ensure the client's parent client is synced to QuickBooks.
  • Remove the parent client relationship from this client's profile in Workiz.

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

  Fix: Please contact 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 edit the information again. Ensure that you are not making edits simultaneously as another user on your account.

• Meaning: Your QuickBooks subscription is no longer active.

  Fix: Please contact QuickBooks.

Invoice errors

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

  Fix: Please check your sync history log in Workiz and verify the relevant client has been synced to QuickBooks. If not, please see the client errors section to resolve your 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 ensure the affected items are active. If they are already active, please go to your sync history log and attempt to sync the affected items.

  After successfully syncing the items, sync the affected invoice from the sync history log as well.

• Meaning: In QuickBooks, every invoice needs line items to sync. This error suggests you tried to sync an invoice that didn't have any line items.

  Fix: Update your invoice to include line items. After updating your invoice, go to your sync history log and perform a manual sync of the affected invoice.

• Meaning: The invoice you attempted to sync has the same ID as an invoice that already exists in QuickBooks. This may be the result of one of the following:

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

  Fix: Open the relevant invoice in QuickBooks and manually change the ID. After changing the ID in QuickBooks, go to your sync history log and perform a manual sync of the affected invoice.

  Enabling two-way sync with QuickBooks may help prevent this issue from occurring. To learn more about how to enable two-way sync, please see this article.

• Meaning: You attempted to sync an invoice from Workiz to QuickBooks that included an inventory item, but the inventory item has an "as of date" in QuickBooks that is set after the invoice date (i.e., the invoice date is set to Jan. 1, 2024 but the "as of date" is set to Feb. 1, 2024).

  Fix: Go to your prodcucts & services settings page in QuickBooks and edit the relevant item's "as of date" so that it is set to come before the invoice date. After adjusting the date, go to your sync history log and perform a manual sync of the affected invoice.

• Meaning: In QuickBooks, every invoice needs an associated client to sync. This error suggests you tried to sync an invoice from Workiz 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 profile in QuickBooks and reactivate the client. After reactivating, go to your sync history log and perform a manual sync of the affected client before syncing the invoice.

• Meaning: You tried to sync an invoice from Workiz to QuickBooks that has a date within a closed period in QuickBooks. This may happen if you receive an invoice late and happen to have closed the previous period.

  Fix: Go to your QuickBooks account and reopen the month (Account and Settings > Advanced). After reopening the month, go to your sync history log and perform a manual sync of the affected invoice.

• Meaning: In QuickBooks, every invoice needs an associated client to sync. This error suggests you tried to sync an invoice from Workiz 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 profile in QuickBooks and reactivate the client. After reactivating, go to your sync history log and perform a manual sync of the affected client before syncing the invoice.

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

  Fix: Please contact support.

• Meaning: Your QuickBooks subscription is no longer active.

  Fix: Please contact QuickBooks.

Item errors

• Meaning: In order to sync an invoice from Workiz to QuickBooks, you need to ensure that you have the same tax rates across both platforms. This error suggests that the Workiz invoice you are trying to sync has a tax rate that is not found in QuickBooks.

  Fix: Review the tax rates you have in Workiz and ensure they also exist in QuickBooks. After mapping your tax rates across Workiz and QuickBooks, go to your sync history log and perform a manual sync of the affected invoice.

• Meaning: The item you are trying to sync already exists in QuickBooks. This is likely the result of having created a duplicate item in Workiz.

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

• Meaning: You synced a bundle item from QuickBooks to Workiz. The issue is that Workiz does not have an item type of "bundle," so your item was synced with an item type of "product." If you attempt to make changes to the item in Workiz, the changes will fail to sync back to QuickBooks.

  Fix: Currently, there is no fix. Please refrain from editing your bundles in Workiz.

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

  Fix: Currently, there is no fix. Please refrain from converting inventory items to non-inventory items.

• Meaning: Your QuickBooks subscription is no longer active.

  Fix: Please contact QuickBooks.

Payment errors

• Meaning: QuickBooks only allows to payment confirmation codes to be a maximum of 21 characters. This error suggests that the payment confirmation code you entered in Workiz is too long.

  Fix: Go to the payment in Workiz and edit the confirmation code to be 21 characters or shorter. If necessary, go to your sync history log and perform a manual sync of the affected payment.

• Meaning: Workiz can only sync cash, credit, or check payments from QuickBooks. This error suggests you attempted to sync a payment type outside of those categories.

  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: Please contact support.

• Meaning: Your QuickBooks subscription is no longer active.

  Fix: Please contact QuickBooks.