Why is My Invoice Not Syncing to Quickbooks?

Common Reasons & Fixes

1. The Job is Not Syncing

• The Invoice cannot apply itself to the Job in QuickBooks because the Job does not exist.

• Solution: Sync the Job first, then re-record the Invoice.

2. Line Items Are Not Mapped

• Each item in the invoice must be mapped correctly to QuickBooks.

• Solution: Re-record the Invoice and ensure all line items are mapped correctly.

3. No Income Account Associated with Product & Service List Items (Line Items)

• Each item must have an Income Account associated with it.

• For QuickBooks Desktop: Items in your Item List must have an Income Account and not an Expense Account.

• For QuickBooks Online: Items in your Product and Service List must have an Income Account.

• Example Error Message:

  • "There is no income account associated with the item. : There is no income account associated with the item 'Gutters:Gutter'. Is it marked for sale, and does it have an income account associated with it?"

• Solution: Ensure all items have an Income Account assigned. For more details, refer to this QuickBooks support article.

4. Special Characters in the Description

• Certain special characters, such as ‘ - /, can cause syncing failures.

• Solution: Delete and retype these symbols. The most common issue is with the quotation marks (“ and ‘) used for feet/inches. Ensure they appear straight up and down (plain text format) for successful syncing. Like so: " and ' and not like you see slanted here: “ and ‘

5. Customer Record is Inactive in QuickBooks

• If the Contact/Customer or Job/Sub-Customer Record is inactive in QuickBooks, the invoice will not sync.

• Solution: Make these Records active using these steps:

  1. In QuickBooks, go to the Sales tab on the left pane.

  2. Select the Customers tab.

  3. Click the Gear icon above the ACTION column.

  4. Check the box next to Include inactive.

  5. Locate the customer and click Make Active in the ACTION column

6. Re-Recording Updated Invoice to QuickBooks Online is Not Sending Update to QuickBooks

• If re-recording an updated invoice does not push it to QuickBooks, a setting in QuickBooks Online may need adjustment.

• Solution: Update your QuickBooks Online settings and then re-record the invoice in AccuLynx:

  1. Open QuickBooks Online and navigate to Settings >> Account and Settings >> Sales.

  2. Ensure that 'Custom transaction numbers' is turned OFF.

  3. After making this change, click Record on the invoice again within AccuLynx, and it should successfully push to QuickBooks.

7. Recording Invoice Fails due to Closing Date in Quickbooks

• If the Invoice Date on your invoice is set to a date before a Close Date that exists in QuickBooks, the invoice will not update or record over.
• Solution: Lift the Close Date in QuickBooks or adjust the Invoice Date to be a date after the Close Date.

Link To article: https://support.acculynx.com/hc/en-us/articles/35079359082893-Why-is-my-Invoice-not-syncing-to-Quickbooks