When a record fails to sync from Floorzap to QuickBooks Online (QBO), a Failed! message appears with QuickBooks Error and the reason QuickBooks gave — for example, "We are getting an error while syncing invoice -" followed by the details. Find your error below for its cause and how to fix it.
Syncing an invoice also syncs the customer, products, and labor on it, so the error may name one of those records instead of the invoice itself.
Payments that sync to QuickBooks automatically don't show an error if the sync fails. If a payment is missing in QuickBooks, sync it manually from the payment's row to see the error message.
For questions about when invoices and payments sync, change orders, or multi-location sync, see QuickBooks: Sync Workflow & Troubleshooting.
Duplicate Name Errors
A Duplicate Name error in QuickBooks Online means Floorzap tried to create a record with a name that already exists in QBO. QuickBooks requires names to be unique across customers, vendors, and employees, so a customer can't share a name with a vendor, contractor, or salesperson. Floorzap shows this as "There is a Vendor or Contractor or Salesman with the same name as the Customer's name" or "Provided customer name … already exists in quickbooks."
Same customer in both systems: Map the Floorzap customer to the existing QBO customer under Setup > Integration > QuickBooks > Map Customers. If you used QuickBooks before Floorzap, it's usually easiest to map customers as these errors come up rather than all at once.
Two different people with the same name: Change one of the names, then sync again.
Slash in a product name: A slash (/) in a product name can also cause a Duplicate Name error. Remove the slash from the product name in Floorzap, then sync again.
Product made inactive in QuickBooks: If a product or labor item was made inactive in QBO after it synced, Floorzap can't find it and tries to create a new item with the same name, which QuickBooks rejects. Make the item active again in QuickBooks, then sync again.
For step-by-step instructions, see Fixing the QuickBooks "Duplicate Name" Sync Error.
Closed Accounting Period Errors
A closed accounting period error means QuickBooks Online rejected a bill, invoice, or payment because its date falls in a period that's closed in QBO. You can fix it by reopening the period in QuickBooks or by changing the date in Floorzap to an open period.
For step-by-step instructions, see How to Fix a Closed Accounting Period Error When Syncing to QuickBooks.
Business Validation Errors
A Business Validation error means QuickBooks Online rejected the record because a value in it breaks a QuickBooks rule. The text after "Business Validation Error" in the message tells you which rule. The most common causes are below.
Colons in Names
A colon (:) in a name causes a Business Validation error such as "Not a valid product or service name." QuickBooks uses colons to separate parent and sub-records, so it doesn't allow them in customer, vendor, contractor, product, or labor names. Tabs and line breaks in a name cause the same error.
Fix: Remove the colon from the name in Floorzap, then sync again.
Example: A vendor named "ABC Flooring:" fails to sync because of the trailing colon.
Account Type Mismatches
An account type mismatch is a Business Validation error that means Floorzap is mapped to the wrong type of QuickBooks account — for example, the Product Income Account is set to an expense account.
Fix: Go to Setup > Integration > QuickBooks, open the Global Chart of Account tab, select an account of the correct type, and click Save. If the product's category has its own accounts, correct them on the Product Chart of Account tab instead.
Class Not Linked Errors
If a sync fails with "Please link the QuickBooks classes from Integration page," the class on the quote or invoice hasn't been linked to a class in QuickBooks Online. Classes sync only on the QuickBooks Online Plus and Advanced plans.
Fix: Go to Setup > Integration > QuickBooks, click Link QuickBooks Classes With Floorzap, link the class, then sync the record again.
Don't see the button? On the QuickBooks Integration tab, check that Quickbooks Plan is set to Plus or Advanced.
Duplicate Document Number Errors
A Duplicate Document Number error happens when an invoice is created directly in QuickBooks Online and takes the next invoice number in sequence (for example, 1045). When Floorzap then syncs its own invoice with that number, QuickBooks rejects it as a duplicate.
Fix: In QuickBooks, change the invoice number on the invoice created in QBO to make it unique (for example, 1045-1). Then sync the Floorzap invoice again from Invoice Actions > Sync With QuickBooks.
Prevention: Create invoices in Floorzap rather than directly in QuickBooks so the two invoice numbers stay in sequence.
QuickBooks Connection Expired
When the connection between Floorzap and QuickBooks Online (QBO) expires, syncs fail and parts of the QuickBooks settings page stop working. You'll usually see one of these:
A sync fails with a QuickBooks Error that includes "Refresh token failed."
A sync fails with "There is some problem with QuickBooks sync. Please go to QuickBooks setting page, click on 'Get Authentication Code' button and try again." That button is now called Connect with QuickBooks.
On the QuickBooks settings page, clicking a Link QuickBooks button shows "Uh oh! We have found an error. Please try again."
The account dropdowns on the Chart of Account tabs are empty.
Reconnecting to QuickBooks fixes an expired connection.
You don't need to disconnect first. Clicking Connect with QuickBooks only renews the connection between Floorzap and QBO — your QuickBooks settings and mappings stay the same.
Go to Setup > Integration > QuickBooks.
On the QuickBooks Integration tab, click Connect with QuickBooks and sign in to QuickBooks.
If you're asked to choose a company, select the one Floorzap should sync to. If you're not sure which one, see How to Verify Which QuickBooks Company Floorzap Is Connected To.
After the QuickBooks window closes, sync the record again (or click the Link button that showed the error) and confirm it works.
How to Sync a Record Again After a Fix
After fixing a QuickBooks sync error, sync the record again from Floorzap. Where you do that depends on the record:
Invoice: Invoice Actions > Sync With QuickBooks.
Customer payment or refund: Click the Sync With QuickBooks icon on the payment's row.
Vendor bill or contractor payment: Click the Sync With QuickBooks icon on the payment's row in its payment history.
Product: Open the product, turn on QuickBooks Sync, and save.
Labor: Click Sync With Quickbooks on the Labor Cost list.
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QuickBooks: Sync Workflow & Troubleshooting — for sync timing, payment matching, and Undeposited Funds.