All Collections
Integrations
QuickBooks Online
QuickBooks Online: Common issues and fixes
QuickBooks Online: Common issues and fixes
Becca Campbell avatar
Written by Becca Campbell
Updated over a week ago

If you encounter issues with your QuickBooks + Settle integration, this article can help you troubleshoot some of the most common issues we see. Feel free to contact our support team if you’re still unable to resolve your problem after reading through the guidance below.


Duplicate Transactions

Error message:

This invoice has a duplicate expense in QuickBooks, likely due to a Banking Rule. Please delete the duplicate expense in QuickBooks and resync.

Explanation:

Settle found a payment in QuickBooks with the same payment date, payment amount, and vendor as this invoice payment.

Resolution:

  • First find the duplicate expense and delete it from QuickBooks. On the next resync, Settle will clear the error and create the payment in QuickBooks. To prevent this, you’ll need to disable the bank rule configuration that automatically creates expenses.

  • Here’s how to disable the bank rule configuration:

If you're experiencing duplicate transactions after linking Settle with QuickBooks, it's likely that you have a bank rule configured to automatically create an expense from bank transactions within QBO.

Settle will create a bill and bill payment for a given bank transaction, so there's no need to automatically create expenses for payments made using Settle. To stop duplicating these transactions, you'll need to disable or delete the bank rule in QuickBooks.

For more information on the difference between a bill and an expense, check out

this article from QuickBooks.


Account, Class, Location, or Vendor deleted in QuickBooks

Error message:

The object could not be synced because a given resource was missing: {Account, Class, Location, or Vendor} “Name_of_object (deleted)”. Reactivate this account in QuickBooks or update the invoice to use an active account.

Explanation:

Settle cannot sync an invoice that references an account, vendor, location, or class that has been made inactive in QuickBooks.

Resolution:

  • You can edit the invoice and replace the inactive account, vendor, location, or class with one that is active in QuickBooks.

  • If you want to use this account, vendor, location, or class, you can reactivate it in QuickBooks and the error will resolve on the next sync.

These resources from QuickBooks may also be helpful:

How to reactivate an account:

  1. Navigate to Accounting > Chart of Accounts

  2. Click the ⚙️ gear icon on the right-hand side. Check the box next to Include inactive.

3. Search for the deleted account by name and click Make active.

Follow the same steps to reactivate vendors, classes, or locations.

If you encounter issues with your QuickBooks + Settle integration, this article can help you troubleshoot some of the most common issues we see. Feel free to contact our support team if you’re still unable to resolve your problem after reading through the guidance below.


Invoice missing Expense Category

Error message:

The invoice was not synced. Please assign an expense category to the invoice and try again.

Explanation:

Settle is unable to sync invoices without an expense category.

Resolution:

Add an expense category to this invoice. The errors should be cleared on the next sync.

You can automatically assign uncategorized expenses to an “unallocated expense account.” Choose this option under Settings > Integrations > Syncing in Settle to avoid these errors in the future.


Matching invoice in QuickBooks has a different amount

Error message:

QuickBooks bill with the same vendor and number has different amount.

Explanation:

Settle found a bill in QuickBooks with the same vendor and invoice number, but with a different invoice amount. In this case we do not sync the invoice in order to avoid overwriting the original amount.

Resolution:

  • Manually update the invoice amount in QuickBooks to match the amount in Settle.

  • If this is a different invoice, change the invoice number to something that does not match the invoice found in QuickBooks. The errors will be cleared on the next sync.


QuickBooks bill with the same vendor and number has already linked

Error message:

QuickBooks bill with the same vendor and number has already linked.

Explanation:

There’s an invoice in QuickBooks that has the same vendor and invoice number as this invoice in Settle. We will not sync this invoice to avoid duplicates in QuickBooks.

Resolution:

  • You can either change the invoice number so they do not match, or if this is a duplicate invoice, delete it in QuickBooks. The errors will be cleared on the next sync.

Did this answer your question?