How to Fix Common Invoice Sync Errors With QuickBooks

Overview

When STRATAFOLIO sends an invoice to QuickBooks, QuickBooks checks the invoice before saving it. If something on the invoice fails that check, QuickBooks returns an error message, and the invoice does not sync. The invoice still lives in STRATAFOLIO, but it will not appear in QuickBooks until the underlying issue is fixed.

Most of these errors stem from a few common causes. Something on the invoice was deleted in QuickBooks; an Income Item or amount is missing; the invoice date falls within a closed accounting period; or the invoice line is linked to the wrong QuickBooks integration. This article walks you through what each error means and exactly what to do about it.

This article covers the most common QuickBooks Online and QuickBooks Desktop sync errors. Some of these errors may share the same root cause between the two different accounting software solutions.

Before You Begin

Make sure your QuickBooks integration is connected and syncing successfully. If you see a red Failure sync status on your Integrations tab, fix the integration first. The article How to Reconnect and Fix a Broken QuickBooks Online Sync walks you through that process. Once the integration is fixed, you can return to this article to resolve individual invoice errors.

You will need access to both STRATAFOLIO and QuickBooks. Some fixes are made in QuickBooks, some are made in STRATAFOLIO, and a few require both. For changes that involve a closed accounting period, you will also need a QuickBooks Admin user.

How to Troubleshoot Sync Errors

Step One: Open the failed invoice

Go to Operations, then Rent Collection. Find the invoice that failed to sync. Click on the invoice to open the detail view.

The full QuickBooks error message will be visible at the top of the invoice.

Step Two: Match the error message to the cause

Use the table in the next section to find your exact error message. Each row tells you what the error means and exactly what to do.

Step Three: Make the fix

Most fixes are quick. You will either update a field in STRATAFOLIO, restore or update something in QuickBooks, or both. Use the table in the next section for instructions on how to fix the error. Save your changes after each fix.

Step Four: Unfinalize the invoice

Click the Unfinalized button to return the invoice to the Draft state. Once the invoice is in draft, you can make the necessary adjustments.

Step Five: Resync the invoice

After you make the fix and click the Save and Finalize button, the invoice will resync automatically in QuickBooks Online. If you use QuickBooks Desktop, you will need to manually trigger a synchronization from your Web Connector.

Step Five: Confirm the sync was successful

Refresh the Rent Collection page and confirm the error is gone. Depending on the internet speed and traffic, this may take several minutes. Then open QuickBooks and confirm the invoice posted to the correct customer.

Common Invoice Sync Error Messages

Error Message You May See	What It Means	What To Do
The transaction is empty.	STRATAFOLIO sent the invoice to QuickBooks, but the invoice did not include any line items. This usually happens when an Income Item or amount is missing.	Open the invoice in STRATAFOLIO. Confirm each line item has both an Income Item selected and a dollar amount entered. Save the invoice and finalize.
Required parameter Line is missing in the request.	QuickBooks did not receive any invoice line information from STRATAFOLIO. The invoice was sent without a usable line item.	Open the invoice and make sure at least one line item is filled in completely with both an Income Item and an amount. Save and finalize.
The customer you have specified has been deleted. You cannot create or edit a transaction with a deleted customer.	The Accounting Customer linked to the lease was deleted in QuickBooks. STRATAFOLIO can no longer post invoices to it.	In QuickBooks, restore the customer or create a new one. Then in STRATAFOLIO, open the lease, choose Edit Lease, and select the correct Accounting Customer in the Invoicing section.
Invalid Reference Id : Product/Service assigned to this transaction has been deleted.	The Income Item used on the invoice was deleted in QuickBooks. STRATAFOLIO cannot post to a deleted item.	In QuickBooks, restore the Product or Service item, or create a replacement. In STRATAFOLIO, the Income Item on each lease rate period is set in Operations → Leases → i icon → Lease Rates tab → open the lease rate period, then update the Income Item and Income Classification field. On the invoice, swap the deleted Income Item for a valid one, save, and re-finalize to retry the sync.
Invalid Reference Id : Class assigned to this transaction has been deleted.	The Class linked to the invoice was deleted in QuickBooks.	In QuickBooks, restore the Class or create a replacement. Classes are managed in QuickBooks, not STRATAFOLIO, so any restoration or recreation must happen there first. After the next sync, the Class (or its replacement) becomes available in STRATAFOLIO. In STRATAFOLIO, the Class on a lease is set in two places. The lease-level default is set in Operations → Leases → i icon → Edit Lease → Invoicing section → Accounting Classification dropdown. The lease-rate-level Class (which controls what flows onto each invoice line) is set in Operations → Leases → i icon → Lease Rates tab → open the lease rate period, then update the Income Item and Income Classification field. If the lease has Additional Charges, repeat the Income Classification update on each line under the Additional Charges section. On the existing failed invoice, swap the deleted Class for a valid one, save, and re-finalize to retry the sync. If the invoice is still in Draft status, you can edit the Classification on each line item directly. If it is already finalized, contact STRATAFOLIO Support to unfinalize it before making the change.
Invalid Reference Id : Something you’re trying to use has been made inactive.	An item on the invoice (account, customer, class, item, vendor, or employee) has been marked inactive in QuickBooks.	In QuickBooks, reactivate the inactive item or create an active replacement. After the next sync, the reactivated record (or its replacement) becomes available in STRATAFOLIO. In STRATAFOLIO, identify which invoice field points to the inactive record. The Accounting Customer is set on the lease in Operations → Leases → i icon → Edit Lease → Invoicing section → Accounting Customer dropdown. The Class is set on the lease in the same Invoicing section under Accounting Classification, and on each lease rate period in Operations → Leases → i icon → Lease Rates tab → open the lease rate period → Income Classification field. The Income Item is set on each lease rate period under Income Item and Income Classification, and on each Additional Charge under the Additional Charges section. Update the field that points to the inactive record by selecting an active entry, then save. On the existing failed invoice, open it, review each line for any field still pointing to an inactive record, swap in active values, save, and re-finalize to retry the sync.
Invalid Reference Id : Categories cannot be used in transactions.	The Income Item selected is set up as a Category in QuickBooks, not a Product or Service. Categories cannot be used on invoices.	In QuickBooks, change the item type from Category to Product or Service.
The account period has closed and the account books cannot be updated.	The invoice date is before the closing date set in your QuickBooks company. QuickBooks does not let new transactions post to a closed period.	Either change the invoice date to a date after the closing period, or have a QuickBooks Admin temporarily remove the closing date password in QuickBooks.
An attempt was made to modify an Invoice with a date that is on or before the closing date of the company.	You are editing an invoice that falls within a closed accounting period in QuickBooks.	Have a QuickBooks Admin go to Accounting Company Preferences and remove the closing date password. After your change is complete, the password can be set back.
Business Validation Error: Enter a transaction amount that is 0 or greater.	The invoice has a negative total. QuickBooks does not accept negative invoices.	Open the invoice in STRATAFOLIO, correct the line item amounts so the total is zero or higher, and resync.
Business Validation Error: Make sure all your transactions have a GST/HST rate before you save.	QuickBooks requires a tax rate (GST or HST) on the invoice. This usually applies to Canadian QuickBooks files.	Confirm that a GST or HST rate is set on the Income Item in QuickBooks, and that your STRATAFOLIO invoice line uses an item with a tax rate assigned.
Business Validation Error: We’re sorry, QuickBooks encountered an error while calculating tax.	QuickBooks could not finish calculating tax on the invoice. The tax setup or item may have a problem.	In QuickBooks, reselect the tax rate or reenter the Product or Service item and save.
There is no income account associated with the item.	The Income Item used on the invoice is not linked to an income account in QuickBooks.	In QuickBooks, open the Product or Service item and link it to the correct income account.
Email Address does not conform to the syntax rules of RFC 822.	The email address on file for the customer or contact contains a typo, an extra space, or other formatting error.	In STRATAFOLIO or QuickBooks, open the tenant or customer record and correct the email address. Save and resync.
Object specified in the request cannot be found.	STRATAFOLIO is trying to update a record in QuickBooks (such as an invoice or customer), but QuickBooks cannot find it. The record was likely deleted or merged.	Submit a support ticket and include the lease and invoice details. The Support Team can review the integration and reset the link.
Response not found in batch.	QuickBooks did not return a confirmation for an invoice that STRATAFOLIO sent in a sync batch. This is usually a temporary issue.	Wait a few minutes. If the error continues, submit a support ticket so the team can review the integration.
AccountingEntity missing or from wrong Integration.	An invoice was sent for a QuickBooks Desktop Entity, but the entity was not linked correctly or was linked to the wrong integration.	Confirm the lease is linked to the correct Entity and that the Entity is connected to the right QuickBooks Desktop file. Submit a support ticket if the link looks correct but the error continues.
Invoice Line AccountingItem is missing or from wrong Integration.	An Income Item on the invoice belongs to a different QuickBooks integration than the one tied to the lease.	Open the invoice and pick the correct Income Item that belongs to the same integration as the lease.
Unexpected error.	A general error occurred during sync that does not match a specific known cause. This is the most common message and usually points to one of the issues above behind the scenes.	Submit a support ticket and include the invoice number, the lease, and a screenshot of the error message.