After you connect QuickBooks to Dubsado, most invoices and payments sync automatically, but you can also sync any invoice by hand. This article covers what each sync status means and how to manually sync an invoice, its payments, or a batch of invoices at once.
Where to find your QuickBooks sync status
Navigate to the Invoicing page, or open a project and select the Invoicing tab. When QuickBooks is connected, the invoice list shows a dedicated QuickBooks column with the current sync status for each invoice. If you also have another accounting integration connected, you'll see a separate column for it too. You can also check and trigger a sync from an individual invoice: open the invoice and look for the sync status next to the invoice status.
You'll only see the QuickBooks column and sync options if QuickBooks is connected. If you don't see it, check your connection under Settings ➔ Third party connections ➔ QuickBooks.
Understanding the sync statuses
The QuickBooks column shows one of five statuses for each invoice, depending on where it is in the sync process.
Not synced: the invoice hasn't been sent to QuickBooks yet. Instead of a status label, you'll see a Sync button in the column.
Pending: the invoice is waiting in the queue to be picked up for syncing.
In progress: the invoice is actively being synced into QuickBooks right now.
Synced: the invoice was sent to QuickBooks successfully.
Error: the sync failed. Select the Error status to reopen the sync options and try again.
You may need to refresh the page to see a status update after syncing, since the sync happens in the background.
Pending and In progress both mean the sync is underway: Pending means the invoice is waiting in the queue, and In progress means it's actively syncing. Neither needs any action from you. Both resolve on their own to Synced or Error.
Manually syncing invoices
You can sync one invoice at a time or sync several at once.
Syncing a single invoice
Go to the Invoicing page, or open a project and select the Invoicing tab.
In the QuickBooks column for a Not synced invoice, select Sync.
Choose Sync invoice to send just the invoice, or Sync invoice and payments to send the invoice along with all of its recorded payments.
You can also sync from inside the invoice itself. Open the invoice and select the sync status next to the invoice status. This opens a dropdown showing the current QuickBooks status. If the status is Not synced or Error, you'll see the same Sync invoice and Sync invoice and payments options there.
There's no separate control for syncing an individual payment. To send payments to QuickBooks, use Sync invoice and payments, which syncs the invoice plus any payments that haven't synced yet.
Syncing multiple invoices at once (bulk)
On the Invoicing page, select the checkboxes for the invoices you want to sync, then choose Sync invoice or Sync invoice and payments from the bulk actions. Bulk sync options only appear when an accounting integration is connected.
Fixing a sync error
When an invoice shows Error, select the Error status to reopen the sync options so you can try again after fixing the underlying issue. Hovering over the Error status shows a tooltip with the specific error message.
The most common cause is incorrect taxes on the invoice's line items. Apply the correct taxes before re-syncing. Because the QuickBooks integration runs on an older API, percentage discounts excluded from specific line items also won't sync correctly, so double check any excluded discounts if you're getting sync errors on a discounted invoice.
The second common cause is a duplicate document number. If you see an error like "Duplicate Document Number Error: You must specify a different number. This number has already been used," it means an invoice with that number already exists in your QuickBooks account.
A duplicate document number error means QuickBooks already has an invoice with that number. Change the invoice number in Dubsado to a value that isn't already used in QuickBooks, then sync again.
FAQ
What's the difference between the Pending and In progress statuses?
Pending means the invoice is queued and waiting to be picked up for syncing. In progress means it's actively syncing to QuickBooks right now. Both move on their own to Synced or Error, so no action is needed while you wait.
How do I sync a single payment that didn't go over to QuickBooks?
There's no per-payment sync control. Use Sync invoice and payments on the invoice instead. It sends the invoice along with any payments that haven't synced yet.
Why don't I see a QuickBooks column on my invoice list?
The QuickBooks column only appears when QuickBooks is connected. Check your connection under Settings ➔ Third party connections ➔ QuickBooks.
My invoice shows an Error. How do I retry the sync?
Select the Error status to reopen the sync options. Fix the underlying cause, usually incorrect line-item taxes or a duplicate invoice number, then choose Sync invoice or Sync invoice and payments again.