Post-Sync: QuickBooks Online

Adjust QuickBooks Online sync settings, tax defaults, and the correct order to sync customers, invoices, items, and classes.

Sync Settings

All options can be changed at any time on individual invoices and items or by navigating to Company Settings > Estimate & Invoices tab > QuickBooks subtab.

The order in which you sync your items on this page matters!

You must sync your items in this order: Customers, Invoices, Line Items, Sync Classes.

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Default Tax Rate Setting

There is a toggle that now enhances your control over tax rates when creating Estimates and Invoices.

When this toggle is ON, all newly created Estimates and Invoices will automatically apply the selected default tax rate. Please note that this setting only impacts records created after it has been enabled.

QuickBooks Online Tax Handling Logic

The behavior of your tax rates will vary depending on the configuration of your FieldPulse AutoTax, QuickBooks Online AutoTax, and the Always Apply Default Tax Rate setting.

Here’s how it works when creating a new Estimate/Invoice:

Always Apply Default Tax Rate	FieldPulse AutoTax	QuickBooks Online AutoTax	Behavior
OFF	OFF	OFF	Applies the default tax rate.
OFF	ON	ON	Applies automatic tax. Displays FieldPulse’s auto-calculated rate (“ZipTax”) until sync; replaces with QuickBooks Online’s auto-tax code once synced. (Current behavior — unchanged)
OFF	OFF	ON	Applies automatic tax. Displays the default tax code until synced, then replaces with QuickBooks Online auto-tax code.
ON	ON	OFF	Applies QuickBooks Online’s custom rate matching FieldPulse’s AutoTax rate (if available); if no match, uses the default tax rate.

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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.

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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.

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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.

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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.

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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 [e-mail] 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 [e-mail] or use the chat in the bottom right corner if you want to

enable this sync.

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Sync Management

To understand which records have not synced, select QuickBooks Online Statistic.

Here, you can view the following

• Date and Time: See when your most recent sync occurred.
• Unsuccessful Records: Identify exactly which records haven’t synced and the reasons why.
• Search Functionality: Search among your records.
• Review Status Column: Close and filter out resolved errors.

Switch between FieldPulse and QuickBooks on this page to locate where the sync issue is. Once you have identified which records failed to sync, click on the record details to navigate to that record. Correct the errors and re-sync them.

Error Messages

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 QuickBooks Online 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 QuickBooks Online and it is preventing updates from FieldPulse to sync. Please close the record in QuickBooks Online.
”You can’t change a Category into another item type.”	This Item exists as a Category in QuickBooks Online 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 QuickBooks Online 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 QuickBooks Online 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 QuickBooks Online Services API. Please use the QuickBooks Online website to make these changes.”	The accounting period is locked in QuickBooks Online. The record can only be updated from the QuickBooks Online 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 QuickBooks Online 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 QuickBooks Online. 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 QuickBooks Online. 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 QuickBooks Online 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.

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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

1. Email address is missing or formatted incorrectly.
2. The customer name is a duplicate of another customer.
3. The email address or phone number exceeds 31 characters, or the notes exceed 4000 characters.
4. Your customer is archived in QuickBooks Online.
5. Your customer name uses “:”.
6. Your customer is the child of a parent customer that is not synced.

A line item may not sync because

1. Fields are incorrect or missing (item name, item price, SKU, etc.).
2. The item name exceeds 100 characters or your SKU exceeds 30 characters.
3. The item name is a duplicate of another line item.
4. The item is not marked as a product or service in QuickBooks Online.
5. The related sales and/or purchase account is not active in QuickBooks Online.
6. Your line item is categorized as “Product - Inventory,” but your QuickBooks Online subscription doesn’t support inventory tracking.

An invoice may not sync because

1. The Customer is not synced.
2. A line item is not synced.
3. Your notes exceed 4000 characters.
4. Estimate/invoice is in a closed accounting period in QuickBooks Online.

A payment may not sync because

1. There is an archived payment on the invoice already synced to QuickBooks Online.
2. The related invoice is not synced.

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FAQs

Does archiving an invoice in FieldPulse affect my financials in QuickBooks?

If you are using a 2-way sync, archiving an invoice in FieldPulse will sync the archived status over to QuickBooks. However, this does not impact your financial data or reporting in QuickBooks.

Archiving an invoice is a non-financial action that only affects the record’s visibility and status. It does not alter totals, payments, or any accounting entries that have already been recorded in QuickBooks.

What should I do if a customer pays an invoice I’ve already written off as bad debt in QuickBooks?

Don’t apply the payment directly to the closed invoice, this breaks the sync. Instead:

1. Reverse the bad debt in QuickBooks: Find the Credit Memo or journal entry used to write off the invoice, then unlink or delete it. This restores the invoice to Open/Unpaid status. Give it a few minutes to sync so FieldPulse shows it as Unpaid or Sent again.
2. Record the payment in FieldPulse: Open the restored invoice, click Payment, then Mark Payment, and enter the amount paid. This syncs to QuickBooks automatically, marking the invoice Paid in both systems.

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Have additional questions?

Contact us at [e-mail] or use the chat feature in the bottom right corner of your screen.