How to Fix Sync Errors Between your CRM and QuickBooks Online

Syncing your field software with QuickBooks Online should save you time - but sometimes errors happen. Duplicates, mismatched customers, or missing invoices can throw off your books. Here’s how to fix them fast.

1. Identify the Problem Quickly

• Check Sales → Invoices in QuickBooks Online for errors flagged as duplicates or unsynced.
  
  
• Look for alerts in the CRM app about failed syncs.
  
  

Pro tip: Most sync errors are due to customer name mismatches, missing job numbers, or incorrect tax settings.

2. Merge or Correct Customer Names

• Go to Sales → Customers in QuickBooks Online.
  
  
• Merge duplicates or rename entries to match exactly what’s in your field software.

3. Fix Invoice Number Conflicts

• Make sure invoice numbers are unique across both systems.
  
  
• If an invoice fails to sync, renumber it in the field app and push again.

4. Reassign Jobs or Expenses

• Some sync errors happen because an expense or payment isn’t linked to the right job/project.
  
  
• Open the invoice or expense in QuickBooks, reassign it to the correct project, and mark it as synced.

5. Check Sales Tax & Payment Status

• Verify the tax rate matches QuickBooks.
  
  
• Confirm payments are correctly applied. A mismatch here can create balance issues.

6. Run a Weekly Sync Review

• Make it a habit to check synced invoices and payments weekly.
  
  
• Early fixes = fewer headaches at month-end and during tax season.

Bottom line: Sync errors aren’t the end of the world. Most issues are simple to fix - check customer names, invoice numbers, project assignments, and tax rates. A quick weekly review keeps QuickBooks Online accurate and your accounting stress-free.

QuickBooks Online is excellent for accounting, but it’s not built to run a contracting business end-to-end. Adding MotionOps to your workflow gives you a field service management layer that QuickBooks simply doesn’t cover. And best of all, MotionOps integrates with QuickBooks Online, so you never have to worry about double-entry. Learn more about the sync here.

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