BillQuick invoices do not sync with QuickBooks during data integration.
Sync issues usually occur due to mismatching of records between BillQuick and QuickBooks. Your active project may be linked to an inactive project with a slightly different name. Such mismatches can be checked and corrected with the Smart Match feature.
To resolve this issue:
1. For detailed invoices, all the details must be linked between BillQuick and QuickBooks prior to syncing an invoice. You can choose whether or not to send time and expenses to QuickBooks (the chances of an error is greatly reduced if you do not send details). Check 'Do NOT send Time/Expense details...' on the BillQuick-QuickBooks Integration Settings>Invoices screen to reduce the chances of a sync error.
2. Link the clients and projects in both applications. Invoices should be linked to jobs, not customers. QuickBooks allows you to associate invoices directly with the client but you cannot do this in BillQuick. If a project is missing in the sync process, BillQuick creates one on-the-fly based on the client and then associates the transactions to the project. In the event of a joint invoice, one unlinked project will cause the invoice sync to fail. Additionally, all employees and vendors that provided services must be linked.
3. Zero dollar and negative invoices are not accepted by QuickBooks and hence such invoices do not sync. It often results in a 3210 error. In the case of a joint invoice, the zero amounts will not sync with QuickBooks, but the other data will.
4. You can read the BQQB Log text file located in the folder where BillQuick is installed to get the details about the sync errors. There may be additional information on why an invoice did not sync.
5. If you get an Invalid Reference error such as:
This suggests a mismatch of a QuickBooks account such as Other Income, Sales Tax Payable, Undeposited Funds, Accounts Receivable, Accounts Payable or non-posting accounts, and an invoice line item. You must change any such associations on the Integration Settings screen and select a valid account.
6. If an invoice was modified in some way and your previous sync failed, you may try ignoring your last sync date from the Integration Settings screen and send it again. Remember to uncheck this option after sync. There are other filters available to choose as well. You can narrow down sync to certain dates, projects and clients.
7. The BillQuick-QuickBooks Smart Match utility checks the Link IDs in both programs to see which invoices are matched or unmatched. This is especially useful when an invoice exists in both programs and you want to check whether they are linked correctly.
8. There are often many related records involved in a transaction. If you choose to send detailed invoices to QuickBooks, then account assignments are more important. Not only must default accounts be assigned to all invoice items, every account and expense code involved in the transaction must be linked using the Integration Settings>Invoices screen. When default account assignments are missing, it will often result in a 3120 error.
Every invoice item must be assigned to an account. You should also assign default accounts to activity and expense items.
9. If invoices are set to the wrong Accounts Receivable account in QuickBooks, create a dummy invoice (a manual invoice for 1 cent) and choose the desired A/R account from the list. New invoices will follow suit and sync to this account.
Note: Draft invoices do not transfer to QuickBooks. You can read more about the integration rules from the BillQuick-QuickBooks Advanced Integration Guide.