This article covers all the technical reasons why an invoice isn't exporting to QuickBooks and solutions to help!
1. Why don't I see the Connect to QuickBooks option?
The option to sync to QuickBooks online is only available on the Team and Agency Plans. If you are currently on the Solo plan you will need to upgrade your account to a higher tier. You can change plans from within your Mydoma Studio Account. More information on billing and plan changes can be found here. Information on our current pricing tiers can be found here.
2. Your invoice numbering system is compatible
The Invoice number must be less than 21 characters. You will receive an error if the invoice number is too long when trying to export to QuickBooks.
The Invoice number must be unique for an invoice to export successfully to QuickBooks. There should be no existing invoice in QuickBooks with the same number.
3. Your Invoice has a negative balance.
An invoice with a negative balance CAN'T be exported to QuickBooks. This is because QuickBooks is unable to accept a negative balance.
Therefore, if you need to process a refund for a client, the easiest and most time-effective way is to manually add this transaction in QuickBooks and add a note in Mydoma Studio.
4. "String length error message" Issue
When exporting an invoice you may receive this error ": String length error message: “String length specified does not match the supported length. Min:0 Max:100 supported. Supplied length:181”
This error message tells us that there is a limit on the number of characters for a service and/ or product we've added.
To fix this, edit the service and/ or product title to be less than 100 characters long and retry the export.
5. QuickBooks online doesn't like certain "special characters"
QuickBooks will not always accept special characters, and if a product title has a trademark or a special character, the invoice won't export to QuickBooks. This issue often happens as a result of copying and pasting directly from vendor websites.
If you're running into this issue, remove the special characters from the products/service.
Here is a list of accepted characters for syncing to QuickBooks:
Alpha-numeric (A-Z, a-z, 0-9)
Dot or period (.)
Exclamation point (!)
Minus sign/hyphen (-)
Number/pound sign (#)
Space ( )
Simple Quotation (")
Single quote (')
Underscore (_)
6. "There was a problem sending this invoice, please try again." Error message.
Or
"The server cannot or will not process the request because the received syntax is invalid, nonsensical, or exceeds some limitation on what the server is willing to process"
At times the QuickBooks online API will time out, just like it does when you've been logged into QuickBooks itself for too long. When that happens, you might receive an error saying "There was a problem sending this invoice, please try again." or it might say something like "The server cannot or will not process the request because the received syntax is invalid, nonsensical, or exceeds some limitation on what the server is willing to process"
To fix this, go to the Accounting menu under Studio Settings and disconnect QuickBooks online. Then click "connect" to reconnect your QuickBooks online account. Your previous setting will be saved. More often than not this fixes the issue. Try again to export your paid invoice.
7. Error Message: "The Supplied Name Already Exists: id= some number"
This error is a bit confusing for sure, but there are a few options that this error could be.
The first, is it essentially means that there is a product or service in Mydoma that has been added as a service or a product in QB, so it is giving this mismatch error, or we can simply say:
A product (in Mydoma) that has the same name as a service (in QuickBooks).
A service (in Mydoma) that has the same name as a product (in QuickBooks).
Example: You have “Shipping” as a product in Mydoma and it has been added as a Service in QB. You will need to make sure that you remove Shipping as a product in Mydoma and add it as a Service or vice versa. Therefore, correcting this will help you get rid of the error as well and your invoice will export smoothly.
Second, this can also mean that an item is not marked the same in QuickBooks and Mydoma when it comes to the tax rate. If an item in QuickBooks is taxed on your invoice and is not marked as taxable in QuickBooks this error can sometimes appear, and Vice Versa.
Last, QuickBooks can also confuse it with the tax error. This is an error that can occur when there are matched taxes in terms of percentage but have a slightly different name assigned to them on Mydoma and QuickBooks side. The tax rate information in Mydoma needs to match what is in QuickBooks EXACTLY. Please see the next section, directly below, for more information on this.
8. Error Message: "Tax codes can not contain duplicate tax rate"
This is an error that can occur when there are matched taxes in terms of percentage but have a slightly different name assigned to them on Mydoma and Quickbooks side.
A quick resolution will be to make sure you edit the Tax name on either side to match up with the other side. Example: your tax rate is called FL State and Local tax with a 7% rate on the Mydoma side, but the same tax rate is called Florida Tax with 7% on the Quickbooks side, as soon as you update the tax name to FL State and Local tax on Quickbooks side, it and then retry exporting your invoice, it will export smoothly.
9. I can't export an invoice with a partial/ deposit payment
Unfortunately, only a fully paid invoice can be exported to QuickBooks Online from Mydoma Studio. If deposits must be tracked in QuickBooks, simply wait until the invoice is paid in full to export or manually create the invoice in QuickBooks and attach the complete invoice from Mydoma Studio as a PDF.
If you still have questions, please don't hesitate to contact us using the orange chat bubble or via support@mydomastudio.com
10. Error Message: "Invalid Reference Id: Accounts element id 265 not found"
This error occurs if your categories are not mapped properly in your Studio Settings. To map your categories you can follow the steps in Mapping Product Categories in Mydoma to QuickBooks