Sync Settings
All options can be changed at any time on individual invoices and items or from the Company Settings > Estimate & Invoices > QuickBooks Tab.
(Note: The order in which you sync your items on this page matters - you must sync your items in this order - Customers, Line Items, Invoices.)
Customers
A synced customer will display the QuickBooks logo on the customer record.
If a customer needs to be manually synced you can do so by clicking Sync with QuickBooks in the customer record.
Invoices
An invoice that has been synced will display Open in QuickBooks, which will take you directly to that invoice in QuickBooks when clicked.
(Note: Invoices begin syncing to QuickBooks once they've reached the 'Invoiced' status to indicate that they are awaiting payment. The attached customer, invoice items, and tax rate will also be synced in FieldPulse.)
Records (customers, invoices, etc.) that are deleted/archived in FieldPulse will also be deleted in QuickBooks.
Sales & Purchase Accounts
When creating a line item in FieldPulse, you can select which sales and purchase accounts under which to house the line item in QuickBooks. If you opt not to select a sales or purchase account, it will default to the sales and purchase accounts selected during the initial sync.
Business Classes
Business classes are a way to categorize invoices. New business classes must be created in QuickBooks and can be adjusted there as well. When creating an invoice in FieldPulse, you can select which business class to assign.
Projects
QuickBooks Online projects sync to FieldPulse as related customers. If you joined FieldPulse before 7/16/2024 and would like to disable the sync of QuickBooks Online projects to FieldPulse, reach out to us via support@fieldpulse.com or use the chat in the bottom right corner. (Note: If the project sync is disabled, the estimates or invoices within that project will also not sync.) If you joined FieldPulse after 7/16/24, the QuickBooks Online project sync is disabled in your account. Reach out to us via support@fieldpulse.com or use the chat in the bottom right corner if you want to
enable this sync.
Sync Management
To understand which records have not synced, select Quickbooks Online Statistic.
You can now view the date and time of your most recent sync, search amongst your records, as well as identify exactly which records have synced and why. Toggle between FieldPulse and QuickBooks on this page to view where the sync issue is located. Once you have identified which records failed to sync, click on the record details to navigate to that record to correct the errors and re-sync them.
Use this table to better understand the Statistic page error messages, QuickBooks Online error messages, and the necessary actions to resolve the error and sync the affected records.
Error Message | Necessary Action |
"Not a valid product or service name. Names must have at least one character and cannot include tabs, newlines or ':'." | Item name has invalid characters that QBO does not allow. Please remove the invalid character(s) from the item name. |
"The action could not be completed because another user was creating, editing or deleting a transaction with inventory products at exactly the same time. Please try again in 30 min. If the issue persists, please contact Customer Support." | Someone has the same record open in QBO and it is preventing updates from FP to sync. Please close the record in QBO. |
"You can't change a Category into another item type." | This Item exists as a Category in QBO and therefore cannot be used on an estimate or invoice. Please replace this item with a product or service type item. |
"Enter a transaction amount that is 0 or greater." | The invoice amount cannot be less than 0. |
"The discount amount can't be greater than the subtotal" | The invoice amount cannot be less than 0. |
"This name is being used by another vendor. Please use a different name. You can merge names only when their type (customer, vendor or employee) matches." | Customers and vendors must have unique display names. |
"This transaction is matched to a downloaded transaction. If you want to change the account, you need to unmatch the transaction first." | The transaction can only be edited from the QBO side. |
"You can’t create or modify a transaction with a date that comes before you started tracking quantity on hand for the following: MISC material." | You started tracking inventory after the invoice was invoiced. Inventory tracking start date must be changed in QBO to be before the invoiced date or invoiced date must be after the inventory tracking start date. |
"Account Period Closed, Cannot Update Through Services API - The account period has closed and the account books cannot be updated through through the QBO Services API. Please use the QBO website to make these changes." | The accounting period is locked in QBO. The record can only be updated from the QBO side. |
"Deposited Transaction cannot be changed", "This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first" | The transaction can only be edited from the QBO side. |
"Description-only Item can not be synced to Quickbooks!" | This message can be ignored as this is a non syncing item type. |
"Draft invoice # is not available for sync!" | Draft invoices cannot be synced from FieldPulse to QBO. Invoices will sync once they are finalized. |
"Invalid Customer", "The customer you have specified has been deleted. You cannot create or edit a transaction with a deleted customer." | This customer is archived and must be reactived to sync related records. |
"Invalid Email Address format - Email Address does not conform to the syntax rules of RFC 822. Supplied value:#" | The email format on the customer record is invalid. |
"An item in this transaction is set up as a category instead of a product or service." | The invoice contains a line item that is a Category in QBO. The item should be replaced on the invoice as a product or service type item. |
"Item # sync failed!" | The item on the invoice is not synced. The item must be synced before the invoice can sync. Please navigate to the item and try re-syncing it. |
"QuickBooks side does not have record with such ID to be re-synced!" | The record has been deleted on the QBO side. |
"Related Customer # sync failed!" | The Customer associated with this invoice is not synced. They must be synced prior to syncing this invoice record. |
"Related Invoice # sync failed!" | The Invoice associated with this payment is not synced. It must be synced prior to syncing this payment record. |
"Related Parent Customer # sync failed!" | The parent customer must be synced before trying to sync the related child customer. |
"There is no income account associated with the item." or "There is no income account associated with the item #. Is it marked for sale, and has an income account associated with it?" | Ensure that a sales account is selected on this item and then re-sync the item. |
Troubleshooting
Sometimes, records do not sync between FieldPulse and QuickBooks Online. Review the issues and potential causes below to troubleshoot and resolve your sync.
A customer may not sync because...
Email address is missing or formatted incorrectly.
The customer name is a duplicate of another customer.
The email address or phone number exceeds 31 characters, or the notes exceed 4000 characters.
Your customer is archived in QuickBooks Online.
Your customer name uses “:”.
Your customer is the child of a parent customer that is not synced.
A line item may not sync because...
Fields are incorrect or missing (item name, item price, SKU, etc.).
The item name exceeds 100 characters or your SKU exceeds 30 characters.
The item name is a duplicate of another line item.
The item is not marked as a product or service in QuickBooks Online.
The related sales and/or purchase account is not active in QuickBooks Online.
Your line item is categorized as “Product - Inventory,” but your QuickBooks Online subscription doesn’t support inventory tracking.
An invoice may not sync because...
The Customer is not synced.
A line item is not synced.
Your notes exceed 4000 characters.
Estimate/invoice is in a closed accounting period in QuickBooks Online.
A payment may not sync because...
There is an archived payment on the invoice already synced to QuickBooks Online.
The related invoice is not synced.
Have additional questions?
Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.