First, Know Where to Look
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Connection state — ⚙️ Settings → Integrations. If the QuickBooks Online card shows Reconnect required, start with that (below) — nothing syncs until the connection is restored.
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Manual sync results — QuickBooks Online card → Sync opens the QuickBooks Sync page. Each sync request shows its progress as errors / synced / total, with a View Details link for the failures.
Transient hiccups — a slow QuickBooks response, a rate limit — are retried automatically a few times with increasing delays. You only need to act when an error persists.
”Deleted or made inactive in QuickBooks”
The full message: “A record referenced by this sync was deleted or made inactive in QuickBooks — fix it in QuickBooks or re-run the sync.” Something this sync depended on was removed on the QuickBooks side. What to do depends on what was removed:
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The invoice itself was deleted in QuickBooks. This heals itself: EasyBiz clears the broken link and creates a fresh invoice on the next sync of that order. Run a manual sync for the affected date range and confirm the invoice reappears.
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A customer, item, account, or tax code was made inactive. QuickBooks refuses references to inactive records. Reactivate the record in QuickBooks (or change your EasyBiz mapping to point at an active one), then re-run the sync for the affected dates.
”Duplicate DocNumber”
QuickBooks rejects two invoices with the same invoice number. When this happens, EasyBiz first checks whether the existing QuickBooks invoice actually belongs to the same order — if so, it simply adopts it and moves on. If the existing invoice belongs to a different order, the sync stops and asks for manual review.
Fix: make your invoice number format unique per order in QuickBooks Sync Settings → Field Format Settings (the Sales Order Invoice Number template becomes the QuickBooks DocNumber). Then re-run the sync. If two different orders genuinely collided on one number, resolve the numbering in QuickBooks first.
”Reconnect required”
Your QuickBooks authorization expired or was revoked — this happens from time to time (password changes, security reviews on the QuickBooks side, or simply token expiry).
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Open ⚙️ Settings → Integrations.
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On the QuickBooks Online card, click Reconnect and sign in to QuickBooks again.
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Your mappings are kept — nothing needs to be set up again.
Orders taken while disconnected are not lost; push them with a manual sync for that date range once reconnected.
Orders Not Appearing in QuickBooks at All
No error, just nothing arriving? Check these in order:
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Customer Routing — the order’s sales channel must have a customer route. Channels without one are not synced at all. See Setting Up Your QuickBooks Mappings .
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Both Xero and QuickBooks mapped — if the same sales channel matches a mapping in both integrations, EasyBiz skips it rather than double-post your sales. Keep each sales channel routed to exactly one accounting system.
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Historical orders — automatic sync covers orders from the moment mappings are in place. Older orders need a manual sync: QuickBooks Online card → Sync → Add Sync Request with the date range.
A Manual Sync Won’t Start or Stalls
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QuickBooks limits how many API requests it accepts per day. A manual sync only starts when enough of the daily quota remains — try again later, or split a big backfill into smaller date ranges.
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A running request shows progress on the QuickBooks Sync page; you can Cancel a queued sync and re-submit a narrower range.
When to Contact Support
Contact EasyBiz support when:
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The same error returns after you have fixed the QuickBooks-side record and re-run the sync.
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A “Duplicate DocNumber conflict” asks for manual review and the existing invoice does not look like yours.
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A payment or invoice looks synced but the numbers disagree between the two systems.
Include the order number, the exact error message from View Details, and roughly when the sync ran — that is everything support needs to trace it.
FAQs
Do failed syncs retry on their own?
Temporary failures (timeouts, rate limits) retry automatically a few times. Failures that need a fix on your side — deleted records, duplicate numbers — stay failed until you resolve the cause and re-run the sync.
Will re-running a sync duplicate invoices that already synced?
No. Orders that are already linked to a QuickBooks invoice are updated, not re-created. Re-running a date range is safe.
We deleted a wrong invoice in QuickBooks on purpose. What now?
Nothing, usually — EasyBiz clears the stale link and recreates the invoice on the next sync of that order. If you deleted it because the sale itself was wrong, void the order in EasyBiz instead, so it stops syncing.
What’s Next
For the day-to-day mapping details behind most of these errors, see Setting Up Your QuickBooks Mappings . For payments recorded in QuickBooks flowing back into EasyBiz, see Syncing Payments from QuickBooks into EasyBiz .