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:
Navigate to Accounting > Chart of Accounts
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.
The object was not synced: Business Validation Error: You can only use one foreign currency per transaction.
Error message:
The object was not synced: Business Validation Error: You can only use one foreign currency per transaction.
Explanation:
This error is due to an international (non-USD) vendor in Settle syncs to QuickBooks Online, but multi-currency isn't enabled in QuickBooks Online, so the vendor and their bills are created in USD.
Later, multi-currency is enabled in QuickBooks Online, so the vendor's bills in Settle now try to sync in the non-USD currency. Vendors can only have one currency in QuickBooks Online.
Resolution:
Change the name of the local business to: "[Vendor Name] … (USD)"
Stop using that local business for any new invoices or bills
Create a new local business called: "[Vendor Name] … (GBP)"
Use the new business for all new invoices or bills
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.
Vendor can't be synced to Quickbooks because it is missing a tax identified number that is present in Quickbooks.
Error message:
Vendor can't be synced to Quickbooks because it is missing a tax identified number that is present in Quickbooks. Please add the TIN to Settle or remove it in Quickbooks.
Explanation:
QBO doesn't provide the vendor TIN by their integration with third parties such as Settle. Due to this, we aren't able to ingest the Vendor's TIN. QBO also requires the TIN = when third party technical providers are pushing updates to vendors.
Resolution:
For any vendor where you've made a change to their information in Settle that you want to have sync to QBO, you'll want to manually update the vendor's TIN in Settle.
Please update your Settle line items to match your accounting software to avoid overwriting your external line items.
Error message:
Please update your Settle line items to match your accounting software to avoid overwriting your external line items.
Explanation:
The line items on the bill in Settle are not categorized or saved compared to what you have on the bills in QBO.
Resolution:
Please see this help center article about itemizing your bills for each individual line or as a single line to categorize the full bill.
FAQs
The SKUs that I'm archiving in Settle are being recreated as they're synced from QBO. Is there a way to stop that from happening?
Our team is working on a feature that will allow you to have granular control over what gets synced. Until that feature is released, the archived SKUs will continue to sync from QBO. Once the improvement is implemented, we can assist you in archiving those items permanently.
Which vendor information syncs from Settle to QBO?
If a vendor originally comes from QBO (or was synced to QBO at any point), any updates made to that vendor's information in Settle will sync back to QBO.
However, if a user sends an invite to a vendor, and the vendor accepts and enters their business information upon joining Settle, this new information does not update the "original" vendor’s details.
In this case, we simply connect the local business (along with all associated receivable invoices) to the newly created "vendor" business on Settle without modifying the original vendor's data.