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Regional Availability: Australia, India, Singapore, United States
Overview
When syncing Volopay with QuickBooks, you may sometimes see error messages. These are common and usually easy to fix. Here’s a guide to what the most frequent errors mean and how you can resolve them.
Common QuickBooks Sync Errors & How to Fix Them
Error | What it means | How to fix it |
Currency mismatch | The transaction currency doesn’t match the vendor or customer’s currency. | Turn on multi-currency in QuickBooks and check that the vendor/customer currency matches. |
Rate missing for tax code | A tax code is used but no tax rate is linked to it. | Go to Taxes in QuickBooks and add the correct tax rate. |
Account type mismatch | The account used isn’t valid for this type of transaction. | Use the correct account type (e.g., Expense for bills, Accounts Payable for vendor payments). |
Line item too long | A description or memo is too long (over 4,000 characters). | Shorten or summarize the text. |
Invalid date format | The date is in the wrong format or outside QuickBooks’ limits. | Use YYYY-MM-DD format and avoid dates too far in the past or future. |
Tax calculation error | The tax amount doesn’t match QuickBooks’ rules. | Remove and reselect the tax rate or item in QuickBooks to refresh the calculation. |
Feature not enabled | You’re trying to use a feature that isn’t turned on (e.g., multi-currency, classes, tax tracking). | Enable the feature in QuickBooks settings. |
Invalid reference ID | The account, vendor, customer, or item doesn’t exist in QuickBooks. | Make sure the record exists and re-sync your Chart of Accounts or contact list if needed. |
Entity inactive | The vendor, account, or item you’re using has been marked inactive. | Reactivate it in QuickBooks (Gear Icon > Lists > All Lists > Show Inactive). |
Closed accounting period | The transaction date falls within a closed accounting period. | Change the date to an open period or reopen the closed period in QuickBooks. |
Duplicate name error | The name you’re trying to use already exists (even if inactive). | Use a unique name that isn’t already in use. |
💡 Tip: Most errors are caused by mismatches between Volopay and QuickBooks settings. Double-check your setup, and if the issue continues, please contact our support team with the error message.