To fix a QuickBooks sync error, open the estimate or invoice, select QuickBooks sync in its options menu, and read the message. Then follow the matching fix below and select Retry sync.
Available on the Flex, Pro, Scale, and Business plans. Works on desktop and in the mobile app.
Check why a record didn't sync
Open the estimate or invoice.
Open its options menu and find QuickBooks sync. The status reads Synced, Syncing…, Paused, Conflict detected, Sync error, or Inactive in QuickBooks.
Select QuickBooks sync to see the details, Last synced:, and actions such as Sync now (on a synced record), Retry sync (on a record that isn't ready or failed), and View in QuickBooks.
QuickBooks sync is off or needs to be reconnected
The connection shows Sync failed, the projects list shows QuickBooks sync is off, or a record says QuickBooks needs to be reconnected. Handoff lost its connection to QuickBooks.
The connection can expire, your permissions can change, or your QuickBooks subscription can need attention.
Select View, select Reconnect to QuickBooks, and sign in to the same QuickBooks company. See How to disconnect or reconnect QuickBooks.
Connecting QuickBooks fails
QuickBooks connection cancelled: the Intuit window closed or access wasn't approved. Select Connect to QuickBooks again and approve access.
Couldn't connect to QuickBooks. Please try connecting again. the connection didn't finish. Try again, and contact support if it keeps failing.
Your Handoff plan does not include QuickBooks sync. Upgrade your plan to connect. your current plan doesn't include QuickBooks sync. Upgrade your plan, then connect.
Account already linked: that QuickBooks company is linked to another Handoff account. Select Connect a different account, or Contact support if it should be linked to yours.
A record shows Paused
A record is Paused when it isn't ready to sync, or when it already existed when you connected QuickBooks.
Open its sync details and follow the message:
Change the estimate status to "Sent" to resume QuickBooks sync: send the estimate. Draft estimates don't sync.
Change the invoice status to "Sent" to resume QuickBooks sync: send the invoice. Draft invoices don't sync.
Approve the estimate to resume QuickBooks sync: approve the estimate, because Only sync approved estimates is on.
Approve an Estimate in this project to start QuickBooks sync: approve an estimate in the project, because Only sync projects with approved estimates is on.
For an estimate or invoice that was already there when you connected, open QuickBooks sync and turn on Changes made in Handoff will update in QuickBooks automatically.
A paused client has no sync button. Sync a sent estimate or invoice for that client, and Handoff syncs the client with it. If a client's sync failed, syncing one of its estimates or invoices tries the client again.
A record shows Conflict detected
Someone changed the document in QuickBooks, so Handoff paused it instead of overwriting the change. Select View in QuickBooks to see what changed.
To keep the Handoff version, select Resume sync and overwrite. To keep the QuickBooks version, make the same change in Handoff first, then select Resume sync and overwrite. Resuming replaces the QuickBooks information with the data from Handoff.
A record shows Sync error
Select QuickBooks sync to open QuickBooks sync failed, then find the reason:
This record was linked to a different QuickBooks company. you connected a different company. Retry only if the record belongs there, because retrying creates a copy.
QuickBooks has reached its account limit. QuickBooks can't add more accounts. Review unused accounts or your QuickBooks plan, then retry.
This transaction is in a closed accounting period. the date falls in a closed period. Ask your accountant to review it in QuickBooks, then retry.
QuickBooks cannot change a payment included in a deposit. the payment is already in a QuickBooks deposit. Review it with your accountant before you retry.
This payment needs a financial review. check the payment and how it applies to invoices in both Handoff and QuickBooks. Retrying doesn't approve or replace the allocations.
The QuickBooks subscription needs attention. resolve the subscription or billing issue in QuickBooks, then retry.
A QuickBooks record needed for this sync is inactive, missing, or invalid. a customer, vendor, or account the sync needs is inactive or missing. Restore or reactivate it in QuickBooks, then retry.
QuickBooks requires a transaction total of zero or more. correct the negative total in Handoff, then retry.
Information needed by QuickBooks is missing or invalid. fix the missing or invalid field on the record, then retry.
We encountered an error syncing this document with QuickBooks. wait a moment and retry. If it keeps happening, select Contact support.
An expense won't sync
An expense needs a vendor, a cost code, and a QuickBooks payment account. Next to the expense, Resolve sync issue shows which is missing:
A vendor is missing and is required to sync to QuickBooks: add a vendor.
A cost code is missing and is required to sync to QuickBooks: add a cost code.
A payment account is missing and is required to sync to QuickBooks: choose a QuickBooks payment account on the line item.
Expense sync also needs Vendor sync and Cost codes sync to be on.
A client name has (2) after it
QuickBooks doesn't let a customer share a name with a vendor, employee, or job. When that happens, Handoff adds a number to the Handoff client's name, such as Smith Builders (2). Rename the client if you want a different name.