QuickBooks Desktop 2.0 Export ErrorsLast updated on 02/28/2023

The connection between ServiceTitan and QBD was disrupted or the amount of data being exported exceeded the timeout limit. In ServiceTitan, export the batch again. For more, see Batch, post, and export transactions.

If the error persists, run the reconciliation tools under Settings > Integrations > QuickBooks Desktop. For more information, see Reconciliation Tools (Customers, Pricebook, & Vendors)

A material or equipment in ServiceTitan was changed from non-inventory to inventory or inventory to non-inventory. If the item was originally marked as Inventory in ServiceTitan:

1. In ServiceTitan, go to the navigation bar and click Pricebook.

2. In the side menu, click Materials or Equipment.

3. Click Add.

4. Ensure the item is not set to be tracked by inventory.

5. In QuickBooks, change the old item name slightly so the name is different from the new item. For example, change “Item123” to “Item123*”.  

6. In ServiceTitan, add the new item to any invoice or Bill that is associated with the error.

If the item was originally marked as non-inventory in ServiceTitan:

1. In ServiceTitan, go to the navigation bar and click Pricebook.

2. Click the Material or Equipment tab.

3. Click Add New.

4. Ensure the item is set to be tracked by inventory.

5. In QuickBooks, change the old item name slightly so the name is different from this new item. For example, change “Item123” to “Item123*”.

6. In ServiceTitan, add the new item to the associated transactions that are causing the error.

An object in ServiceTitan has a filed value that exceeded QuickBook's limit for number of characters allowed. This is a limitation from QuickBooks in regards to reference numbers for transactions.

For more, see https://quickbooks.intuit.com/learn-support/en-us/set-up-printing/character-limitations-for-fields-in-quickbooks/00/201937 In ServiceTitan:

1. Unpost the batch and confirm the data within the field is accurate.

2. If it’s an Invoice or Purchase Order (PO), confirm the character limit is under 11.

3. Export again.

This is due to the customer name having a colon, which indicates a parent/child relationship. We do not export to child customers in QuickBooks. In ServiceTitan, remove the colon from the customer name.

The name of the entity you’re trying to export already exists in QuickBooks. QuickBooks requires unique names across all lists. Common QuickBooks lists are:

• Customer

• Vendor

• Item

• Class

• Other Name

In QuickBooks, change the name of the entity associated with the error to be unique.

A GL account of the specified object was improperly added to ServiceTitan. Make adjustments in ServiceTitan, then export again.

If the specified Pricebook item has no assigned GL Account:

1. Go to the navigation bar and click Pricebook.

2. Click Services, Material, or Equipment. 

3. Click View/Edit for the specified Pricebook item.

4. Assign a GL account.

5. Click Save.

6. Unpost the batch and repost so ServiceTitan can record the changes on the transaction.

7. Export batch to QuickBooks Desktop.

If the specified Pricebook item has a GL Account assigned:

1. Go to the navigation bar and click Settings . 

2. In the side panel, click Integrations > QuickBooks Desktop.

3. Click the appropriate company file.

4. Click Edit for Chart of Accounts Mapped.

5. Ensure the Pricebook item’s GL account is mapped correctly For more information, see ServiceTitan Web Connector Setup Guide.

6. Unpost the batch and repost so ServiceTitan can record the changes on the transaction.

7. Export the batch to QuickBooks Desktop.

“Accounts Receivable” is a default GL account in QuickBooks that all AR-related ServiceTitan transactions map to. In ServiceTitan:

1. Go to the navigation bar and click Settings . 

2. In the side panel, click Integrations > QuickBooks Desktop.

3. Click the appropriate company file.

4. Click Edit for Chart of Accounts Mapped.

5. Confirm there is a GL account titled exactly "Accounts Receivable".

6. Confirm the QuickBooks Type of that GL Account is also Accounts Receivable. For more information, see ServiceTitan Web Connector Setup Guide.

7. Unpost the batch and repost so ServiceTitan can record the changes on the transaction.

8. Export the batch to QuickBooks Desktop.

An account was not assigned to a Service Item, Material Item, or Equipment Item, depending on the Entity type.

In ServiceTitan, assign the appropriate income, COGS, and inventory account via the pricebook and apply retroactively.

The inventory adjustment contains the same material/equipment twice in the adjustment. In ServiceTitan:

1. From the Inventory tab, go to the Adjustment screen. 

2. Search for the adjustment you want to export and click Export to Excel.

3. Consolidate the materials instead of having them appear more than once.

QuickBooks only allows for one instance of each of these accounts

In ServiceTitan:

1. Go to the invoice(s) that failed to export.

2. Click Edit on each item to see what GL accounts they are assigned to.

3. Go to the navigation bar and click Settings > Integrations > QuickBooks Desktop > Company file.

4. Click Edit for Chart of Accounts Mapped.

5. Click the Show All toggle.

6. Ensure that Sales Tax Payable, Undeposited Funds, Accounts Receivable, Accounts Payable aren’t mapped to the GL accounts assigned to the items on the invoice(s) that failed to export.

If any of the invoice items are mapped to these accounts:

1. Remap the GL accounts.

2. Click Save. 

Re-export the batch. For more, see Batch, post, and export transactions.

Shipping item is missing in QuickBooks. In QuickBooks:

1. Go to the QB Item List.

2. Create a new item with item type as Other Charge.

3. Enter “Shipping”as the item name.

4. Add a GL Account.

The Accounts Receivable default account was renamed or modified in QuickBooks.

In ServiceTitan:

1. Confirm that there is a GL account labeled exactly Accounts Receivable. If labeled differently, change it to Accounts Receivable.

2. Confirm the type of that GL account is also Accounts Receivable. If it is different, change it to Accounts Receivable.

Tax item is missing in QuickBooks. In QuickBooks:

1. Go to the QB Item List.

2. Create a new item with the item type Other Charge. 

3. Enter “Tax”as the item name. 

4. Add a GL Account.

The GL Account in the quotation marks does not exist in QuickBooks.

1. Create the GL Account in QuickBooks.

2. Sync the GL Account in ServiceTitan.

   1. Go to Settings > QuickBooks Desktop > Company file > Chart of Accounts > Edit.

   2. Match the GL Account and click Save.

Either the class doesn’t exist in QuickBooks or the Business unit of the transaction is not mapped the corresponding class in QBD.

In ServiceTitan:

1. Go to Settings > Accounting Integrations > QuickBooks desktop > Company file > Business Units Assigned > Edit

2. Make sure all Business Units are mapped to the correct class in QBD.

Sales tax is turned on in QuickBooks. In ServiceTitan:

1. Go to the navigation bar and click Settings .

2. In the side panel, click Invoicing > Tax Zones.

3. In the Sales Tax Item field enter “ST Sales Tax”.

4. Click Save.

In QuickBooks:

1. Create a new GL Account with the type Other Current Liability and name it Sales Tax Payable-ST. 

2. Go to the QB Item List.

3. Create a new item with the item type Service. 

Enter “ST Sales Tax”as the item name.

There is a missing GL Account for the item in QuickBooks. In QuickBooks:

Ensure the GL Account in QB is the same as in ServiceTitan.

• If the item type is a Service in QBD, then deselect the box This item is used in assemblies or is purchased for a specific customer: job.

• If the item type is non-inventory Part, then select the box This item is used in assemblies or is purchased for a specific customer: job.

Typically, this occurs because a material/equipment was changed from non-inventory to inventory. In QuickBooks, change the name of the old item and make it inactive. The new ServiceTitan item will be automatically created.

There is a missing GL Account for the item in QuickBooks.

The Service Task Item has more than 31 characters.

In QuickBooks:

1. Ensure that GL Account in QB is the same as in ServiceTitan. 

2. Select the box This item is used in assemblies or is purchased for a specific customer: job. Make sure each Service Task Item has no more than 31 characters.

A pricebook item’s inventory tracking is classified differently in ServiceTitan and QuickBooks Desktop. The item must be marked as inventory or non-inventory in ServiceTitan and QBD.

1. Ensure that inventory tracking is enabled or disabled for the item in ServiceTitan and QBD.

2. Unpost and re-post the batch before exporting again. For more, see Batch, post, and export transactions.

Another QuickBooks user is making changes in QuickBooks during the time of export. In ServiceTitan:

1. Export the batch again. For more, see Batch, post, and export transactions.

In QuickBooks:

1. Either run QuickBooks in single-user mode to ensure no one else is in QuickBooks or have the other user in QuickBooks finish making their changes.

2. Confirm that all windows are closed within QuickBooks. This applies to all logged in QuickBooks users.

A different user has the customer profile open in their instance of QuickBooks. Switch to Single User Mode and re-export the batch.

The name of the customer you are trying to export already exists within the customer list.

The customer's export level has changed. In ServiceTitan:

• In the customer profile, ensure the customer name is identical in QuickBooks. If the customer name is different in ServiceTitan, update it to reflect the QuickBooks name.

• In ServiceTitan, if the customer is a duplicate, then merge the customer with the matching customer. For more, see Merge or Unmerge Duplicate Customer and Location Records.

• Unpost and re-post the batch before exporting again. For more, see Batch, post, and export transactions.

The name of the vendor you’re trying to export already exists within the vendor list. In ServiceTitan, if the vendor is not a duplicate of an existing one, then rename the vendor:

1. Go to the navigation bar and click Settings .

2. In the side panel, click Inventory > Vendors.

3. Click the vendor you want to change the name for.

4. Click Edit.

5. Enter a new Vendor name.

6. Click Save.

7. Unpost and re-post the batch before exporting again. For more, see Batch, post, and export transactions.

The name of the vendor you’re trying to export already exists within the vendor list. In ServiceTitan, if the vendor is not a duplicate of an existing one, then rename the vendor:

1. Go to the navigation bar and click Settings . 

2. In the side panel, click Inventory > Vendors.

3. Click the vendor you want to change the name for.

4. Click Edit.

5. Enter a new Vendor name.

6. Click Save.

7. Unpost and re-post the batch before exporting again. For more, see Batch, post, and export transactions

ServiceTitan is trying to create an item but the item exists as a different type than what ServiceTitan is creating. In ServiceTitan, change the item name in the pricebook.

In QuickBooks:

1. Go to Lists > Item List.

2. Change the name of the item.

The name of the service item you’re trying to export already exists within the item list with a different type. In ServiceTitan, if the service item is not a duplicate of an existing one, then rename the service.

1. In ServiceTitan, go to the navigation bar and click Pricebook.

2. Click the Service tab. 

3. Click the service you want to edit the name of.

4. Enter the new service name.

5. Click Save.

6. Unpost and re-post the batch before exporting again. For more, see Batch, post, and export transactions.

A closing date has been set in QuickBooks. This prevents changes to transactions with a date on or before the closing date.

A payment is being exported for an exported invoice that is dated before the closing date.

In ServiceTitan: Change the invoice date to be after the closing date. Unappliy the payment and export it as a credit.

In QuickBooks:

If you have administrative permissions, you can remove the password for editing transactions on or before the closing date.

WARNING: This is not recommended since this transaction affects financial activity for a closed accounting period.

The invoice may have been changed or deleted in QuickBooks, so ServiceTitan can’t auto apply the transaction to QuickBooks. In QuickBooks, check to see if the transaction exported successfully. Then, apply the credit manually.

Multiple users in QuickBooks accessing the same data simultaneously. In QuickBooks:

• Switch to single-user mode.

In ServiceTitan:

• Re-export the batch.

Another QuickBooks user is making changes to an item you are trying to use in QuickBooks during the time of export. In ServiceTitan:

1. Repost and export the batch. For more, see Batch, post, and export transactions.

In QuickBooks:

1. Either run QuickBooks in single-user mode to ensure no one else is in QuickBooks or have the other user in QuickBooks finish making their changes.

2. Confirm that all windows are closed within QuickBooks. This applies to all logged in QuickBooks users.

GL Account assigned to an item in QuickBooks doesn’t match the GL Account for the item in ServiceTitan. In QuickBooks:

1. Switch to Single User Mode.

In ServiceTitan:

1. Go to the navigation bar and click Pricebook.

2. Click Services, Material, or Equipment.

3. Select the item you want to review the GL Account for.

4. Re-export the batch.