QuickBooks Integration FAQs

Modified on Tue, 2 Sep at 9:13 PM

Setup & Getting Started

1. What is the QuickBooks integration in Markate?
The QuickBooks integration allows you to seamlessly sync your customers, invoices, services, timesheets and payments between Markate and QuickBooks Online, reducing manual data entry and improving accuracy.

2. What version of QuickBooks is supported?
Markate supports QuickBooks Online.

3. Is QuickBooks integration available on both desktop and mobile?
Yes, but with differences.

On desktop, you can set up and manage all QuickBooks settings.
On the mobile app, data is only synced based on the desktop settings.

4. How do I enable QuickBooks integration in Markate?
Log in to your Markate account, go to More → Connectors → QuickBooks → Settings, and connect using your QuickBooks Online login credentials.

5. Do I need to pay extra for QuickBooks integration?
No additional Markate fee applies, but you must maintain an active QuickBooks Online subscription.

Sync & Data Transfer

6. How does Auto Sync with QuickBooks work?
The Auto Sync feature automatically exports items from Markate into QuickBooks.
Note: If you intend to continue using QuickBooks, Auto Sync should only be enabled for exported items only.

7. How do I enable Auto Sync to QuickBooks?
Log in to Markate, go to Connectors → QuickBooks → Settings, enable Auto Export to QuickBooks, and save.

8. Can I import my customers from QuickBooks Online?
Yes, Go to More → Connectors → QuickBooks → Manage, click Connect to QuickBooks Online, log in, then choose Import Customers and press Sync.

9. How do I export invoices or estimates to QuickBooks?
After connecting QuickBooks, go to your invoices or estimates in Markate and select Export to QuickBooks.

10. Do payments recorded in Markate sync with QuickBooks?
Yes, payments recorded in Markate can be exported to QuickBooks to keep your accounting records up to date.

11. Can I sync only invoices, customers, expenses, or estimates to QuickBooks?
Yes, you can manually export only invoices, or only customers, only expenses, or only estimates to QuickBooks instead of using Auto Sync. When you choose to export, all records of that type that have not yet been synced will be exported. You cannot select a custom date range.

12. Will deleting an item in Markate also delete it in QuickBooks?
No, deleting an item in Markate does not delete it from QuickBooks. The two systems remain independent, and only exports occur.

13. How do I view what has been synced to QuickBooks?
Go to More → Connectors → QuickBooks → Manage → View Sync Log. This shows all exported items and their sync status.

Troubleshooting & Error FAQs

General Errors

14. Why am I getting a “Connection expired” error with QuickBooks?
This happens when your QuickBooks Online session token expires. To fix it, go to More → Connectors → QuickBooks → Manage → Reconnect, and log in again.

15. What does “Authorization failed” mean when syncing with QuickBooks?
It means your QuickBooks login credentials or permissions have changed. Reconnect QuickBooks and ensure your user role has full access to Customers, Invoices, and Payments.

Sync Log & Resource ID Errors

16. How do I identify errors in my QuickBooks sync?
Go to More → Connectors → QuickBooks → Manage → Sync Log → Errors Tab. You’ll see error messages with the corresponding Resource ID.

17. How do I use the Resource ID to find the error in QuickBooks?
Copy the Resource ID from the error log. In QuickBooks Online, replace the number in the browser’s address bar with the Resource ID and press Enter. This opens the exact record causing the error.

18. I see “Duplicate Resource” error. What does it mean?
It means that the customer, invoice, or product you’re trying to sync already exists in QuickBooks. To fix:

Merge the duplicate records in QuickBooks, or
Update the Markate record with the correct QuickBooks match.

Customer & Data Import Errors

19. Why do I see an error when importing customers from QuickBooks?
This usually occurs if the customer profile in QuickBooks is missing required fields (like Name or Email). Add the missing details in QuickBooks, then re-sync.

20. What does the error “Customer not found” mean?
This happens when an invoice or payment in Markate is linked to a customer that does not exist in QuickBooks. You must first create or import that customer into QuickBooks before syncing.

21. Why am I seeing a “Validation error” while importing?
Validation errors occur when data in Markate doesn’t match QuickBooks requirements (e.g., invalid phone number format or special characters in names). Correct the data in Markate and try syncing again.

Product & Service Errors

22. What does “Could not add new QB Item named Services/Materials/Products” mean?
QuickBooks doesn’t have the required categories. To fix:

Add Services in QuickBooks as type Service
Add Materials as type Non-inventory
Add Products as type Non-inventory
Then re-sync.

23. Why am I getting “Item type mismatch” errors?
This happens when the type of product/service in Markate doesn’t match QuickBooks. Edit the item type in QuickBooks to match what Markate is sending.

Invoice & Payment Errors

24. I received an error “Invoice already exists.” What should I do?
This means the same invoice was already synced. Either:

Update the existing QuickBooks invoice, or
Manually delete the duplicate in QuickBooks.

25. Why do I see “Payment could not be applied to invoice”?
This occurs when the payment in Markate is linked to an invoice that does not exist or was deleted in QuickBooks. Make sure the invoice exists in QuickBooks before syncing the payment.

26. What does “Currency mismatch” mean in payments?
The currency in Markate doesn’t match the QuickBooks company currency. QuickBooks only allows one company currency. Update Markate to use the same currency before re-syncing.

Advanced Errors

27. I see “Invalid Tax Code” error. How do I fix it?
QuickBooks requires all taxable items to use a valid tax code. Ensure that the tax codes in Markate exactly match those in QuickBooks (case-sensitive).

28. What does “Account not mapped” mean?
This occurs if a service or payment in Markate is trying to post to an account that hasn’t been linked in QuickBooks. Map the correct chart of accounts in QuickBooks and retry.

29. Why do I get a “Transaction Date Out of Range” error?
This happens if an invoice or payment date falls outside the QuickBooks company file date range (e.g., future or very old date). Adjust the date in Markate and re-sync.