Service Titan Knowledge Base

Resolve QuickBooks Desktop integration export error messagesLast updated on 03/31/2022

Below are common errors that you might experience when exporting from ServiceTitan to QuickBooks Desktop. The resolution to each error is listed to help you quickly resolve any identified issues.


Things to know

Export errors from ServiceTitan Web Connector show up on the Export Error Report under Reports. You can specify a date range and select whether or not you would like to see Only Errors, or specify a Batch Number. Each line represents a portion of the batch export. You can also see exporting errors in the batch feed of the Invoice section.


Fix common ServiceTitan Web Connector errors

Note: Errors below are generalized. For example, the pound sign (#) indicates where a number or name would appear in the error.

Error
Cause
Fix

Error 3000

The given object ID "___" in the field "list id" is invalid.

A material or equipment, in ServiceTitan, has been changed from non-inventory to inventory or vice versa.

If the item was originally marked as Inventory in ServiceTitan:

  1. Go to the navigation bar and click Pricebook.

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

  3. Click Add New.

  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 than 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. Go to the navigation bar and click Pricebook.

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

  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 than that of this new item. For example, change Item123 to Item123*.

  6. In ServiceTitan, add the new item to invoices and bills that are associated with causing the errors.

Error 3100

The name of the list element is already in use.

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

Error 3120

Object "___" specified in the request cannot be found.

A GL account of the specified object was improperly added to ServiceTitan.

Make adjustments in ServiceTitan and export again:

  1. Refer to the referenced entity type on the export error report.

  2. Determine what it should be mapping to in QuickBooks.

  3. Make necessary adjustments in ServiceTitan.

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

  5. Export batch to QuickBooks Desktop.

Error 3120

There is an invalid reference to QuickBooks AR Account "Accounts Receivable" in the invoice. QuickBooks error message: Invalid argument. The specified record does not exist in the list.

Accounts Receivable is a default GL account in QuickBooks that all AR related ServiceTitan transactions map to.

In ServiceTitan:

  1. Confirm there is a GL account named Accounts Receivable. Note: If the GL account name is different, update it.

  2. Confirm the GL Account type is Accounts Receivable. Note: If the GL account type is different, update it.

Error 3140

There is an invalid reference to QuickBooks Item "Shipping" in the Bill line. QuickBooks error message: Invalid argument. The specified record does not exist in the list.

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.

Error 3140

There is an invalid reference to QuickBooks Item "Tax" in the Bill line. QuickBooks error message: Invalid argument. The specified record does not exist in the list.

Tax 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 Tax as the item name.

  4. Add a GL Account.

Error 3140

You cannot use the same tax item in both the line items and the transaction tax.

Sales tax is turned on in QuickBooks.

In ServiceTitan:

  1. Go to the navigation bar and click Settings. In the side panel, click Invoicing > Tax Zones.

  2. In the Sales Tax Item field enter ST Sales Tax.

  3. 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 item type as Service.

  4. Enter ST Sales Tax as the item name.

  5. Add the GL Account Sales Tax Payable - ST.

Error 3150

Cannot use SalesOrPurchaseMod aggregate when the item is reimbursable.

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

In QuickBooks:

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

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

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

Error 3170

There was an error when modifying a ItemNonInventory. Cannot use SalesAndPurchaseMod aggregate when the item is not reimbursable.

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

In QuickBooks:

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

  2. Select This item is used in assemblies or is purchased for a specific customer:job.

Error 3170

There was an error when modifying a Customers list, element "800165FE-1587751648."

QuickBooks error message: This list has been modified by another user."

Service Task Item has more than 31 characters.

Ensure each Service Task Item has no more than 31 characters.

Error 3170

There was an error when modifying a Customer, element "Entity Name". QuickBooks error message: Cannot merge list elements.

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

In ServiceTitan:

Error 3170

There was an error when modifying a Vendor, element "Entity Name". QuickBooks error message: Cannot merge list elements.

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. In the side panel, click Inventory > Vendors.

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

  3. Click Edit.

  4. Enter new Vendor name.

  5. Click Save.

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

Error 3170

There was an error when modifying a service item, element "Entity Name". QuickBooks error message: Cannot merge list elements.

The name of the service item you’re trying to export already exists within the item list.

In ServiceTitan, if the service item is not a duplicate of an existing one, then rename the service.

  1. Go to the navigation bar and click Pricebook.

  2. Click the View Mode dropdown and select Edit Mode.

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

  4. Enter new service name in the Name field.

  5. Click outside the field to save your changes.

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

Error 3171

An attempt was made to modify an invoice with a date that is on or before the closing date of the company.

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

In QuickBooks:

If you have administrative permissions, you can remove the password for editing transactions on or before the closing date. This is not recommended since this transaction affects financial activity for a closed accounting period.

Error 3176

This list has been modified by another user.

Multiple users in QuickBooks accessing the same data simultaneously.

In ServiceTitan:

  1. Go to the navigation bar and click Invoice.

  2. Re-export the batch.

In QuickBooks:

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

Error 3176

There was an error when modifying a ItemInventory/ItemService list, element "Item Name". QuickBooks error message: This list is in use by another user. Try again later.

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

In ServiceTitan:

  1. Go to the navigation bar and click Invoice.

  2. 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.

Error 3176

To change the posting account, you must switch to single-user mode or Invalid Reference to QB Asset/COGS/Expense

To change switch to single-user mode or Invalid Reference to QB Asset/COGS/Expense

To change switch to single-user mode

GL Account assigned to an item in QuickBook doesn’t match the GL Account for the item in ServiceTitan.

In QuickBooks:

Switch to Single User Mode.

In ServiceTitan:

  1. Go to the navigation bar and click Pricebook.

  2. In the side menu, click Services, Material, or Equipment.

  3. For the item you want to review the GL account for, on the right side of the item table, click Actions and select View/Edit Item.

  4. Go to the navigation bar and click Invoice.

  5. Re-export the batch.

Error 3176

A related transaction object specified by the ID "__________" is already in use, or failed to acquire the lock for this object.

In QuickBooks, a modal box was opened prior to or during the export attempt.

In QuickBooks:

Ensure all edit, preferences, and product information windows as closed.

In ServiceTitan:

Try to export again. For more, see Batch, post, and export transactions.

Note: When exporting, be sure to not open new windows until the export has completed.

Error 3180

There was an error when saving a Item Non-Inventory list, element "########". QuickBooks error message: An expense account must be specified.

ServiceTitan has attempted to create the item in QuickBooks Desktop, however the proper account fields were not assigned in the pricebook.

Ensure the item has the account fields assigned in the pricebook. In ServiceTitan:

  1. Go to the navigation bar and click Pricebook.

  2. In the side menu, click Services, Material, or Equipment.

  3. For the item causing the error, on the right side of the item table, click Actions and select View/Edit Item.

  4. Ensure the Income Account, COGS Account, and Asset Account (where applicable) have a GL Account assigned.

  5. Click Save.

  6. Click Apply Retroactively to make changes to existing invoices with that item.

Error 3180

There was an error when saving a Item/Inventory list, element "Item Name". QuickBooks error message: An asset/posting account must be specified.

An asset account is missing for the item in ServiceTitan.

In ServiceTitan:

  1. Go to the navigation bar and click Pricebook.

  2. In the side menu, click Services, Material, or Equipment.

  3. For the item you want to review the GL account for, on the right side of the item table, click Actions and select View/Edit Item.

Error 3180

There was an error when saving an Item Non-Inventory list, element "Entity Name". QuickBooks error message: An income account must be specified.

The pricebook item is missing an Income Account

In ServiceTitan:

  1. In the Export Error Report, click the item associated with this error.

  2. In your pricebook, select the correct GL Account and click Save.

Error 3180

There was an error when saving a ReceivePayment. QuickBooks error message: The transaction is empty.

QuickBooks does not accept $0 payments.

In ServiceTitan, bypass exporting a batch and set the Payment as exported in ServiceTitan.

Error 3200

The provided edit sequence “____" is out-of-date.

An edit was made in QuickBooks that is not accounted for in ServiceTitan.

In ServiceTitan, try to export the batch again. For more, see Batch, post, and export transactions.

Error 3250

This feature is not enabled or not available in this version of QuickBooks.

Advanced Inventory in QuickBooks is not enabled.

In QuickBooks:

Confirm you are using QuickBooks Enterprise Solutions and have a license that supports Advanced Inventory, then contact your implementation or success manager.

Error 0x80040400

Critical error: Error from Quickbooks: QuickBooks found an error when parsing the provided XML text stream.

The description contains special characters.

In ServiceTitan:

  1. Check the transaction in ServiceTitan for any special characters that would trigger this error. For example, item name or customer name.

  2. If there are any special characters, make edits, then export again.

  3. If still unsuccessful, contact your success manager.

ST Error

You must specify a Sales Tax Item for Tax zone.

Tax Zones is missing Tax Item.

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 item type as Service.

  4. Enter ST Sales Tax as the item name.

  5. Add the GL Account Sales Tax Payable - ST.

ST Error

You must specify a QBD account for the Inventory Adjustment. Ensure the “QBD Inventory Adjustment Account” has an assigned GL account under ServiceTitan Settings > Inventory > Configuration.

The Inventory Module setup is incomplete and is missing a GL account

In ServiceTitan:

  1. Unpost the batch that experienced the error. For more, see Can I unpost a batch?

  2. Go to the navigation bar and click Settings.

  3. In the side panel, click Inventory > Configuration.

  4. From the QBD Inventory Adjustment Account dropdown select a GL Account for inventory adjustments.

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

ST error

Critical error: Object was not processed.

The ServiceTitan web connector is not open or the user connection associated with the QuickBooks file is offline.

  1. Locate the ServiceTitan web connector on the computer where QuickBooks is installed.

  2. If the web connector is not opened, then open it and confirm the connection displays as Online.

ST error

Critical error: Bill update is not provided

The connection was interrupted.

  1. Check if a window opened in QuickBooks during the export.

  2. If a window opened, follow the instructions to solve the QuickBooks issue, close the window, and try the export again.

  3. If the window did not appear, confirm this did not happen for any other QuickBooks users who are logged in.

ST error

Error has occurred when syncing customer data to Quickbooks

ServiceTitan was unable to connect to the QuickBooks file that was originally set up.

In ServiceTitan, confirm the ServiceTitan web connector is open and on the same computer as the open QuickBooks file.

In QuickBooks, confirm the correct QuickBooks file is open and on the same computer as the ServiceTitan web connector.

ST error

Dependent entity of type CreditMemo (ID = xxxxxxx) is not synced. The invoice doesn't have active items.

Inactive invoice items should not be exported as they are usually made inactive because they are no longer being used.

  1. Confirm the inactive item should be used.

  2. If yes, make the item active. Confirm a general ledger (GL) account is being used, and apply retroactively to all posted and exported transactions.

  3. If no, unpost the batch, change the pricebook item on the invoice, post the invoice, and export again.

ST error

Create operation is not allowed due to lock level.

A ServiceTitan object was previously synced with a QuickBooks object but no longer exists in QuickBooks. For example, a customer was merged with another customer in QuickBooks.

If the error is because of customer merging, in ServiceTitan:

  1. Add an * to the ServiceTitan customer.

  2. Create a new customer in ServiceTitan with the same name.

  3. Merge the old customer with the * into the new customer just created:

    1. Add the new customer you created in the Customer field. Add the old customer with the * in the Duplicate field.

    2. Export the invoice again.

In QuickBooks:

  1. Confirm that a new customer has been created in QBD.

  2. Merge the old customer into the newly created customer if the old customer existed in QuickBooks.

ST error

LazyProxyImpl

The payment exported did not apply to the invoice in QuickBooks.

In ServiceTitan:

Find the payment and determine what invoice it is applied to.

In QuickBooks:

  1. Find the invoice within QuickBooks and apply the payment or journal to this invoice so there is no longer an unapplied payment/journal entry.

  2. Check the QuickBooks Invoice balance and confirm that the balance matches the invoice balance in ServiceTitan.

Go back to ServiceTitan:

Export the batch again to clear the export error. (exporting the batch will not send any additional information over to QBD). For more, see Batch, post, and export transactions.

ST error

Sync failed when trying to export a batch to QuickBooks Desktop, ServiceTitan was unable to connect to the QB file that was originally set up

The ServiceTitan web connector is not open on the same computer as QuickBooks or the correct QuickBooks file is not open on the same computer as the ServiceTitan web connector.

Confirm the ServiceTitan web connector is open and on the same computer as the open QuickBooks file:

  1. Go to the computer or server where you use QuickBooks.

  2. In the system tray in the bottom right corner of the desktop next to the clock, click the arrow pointing up to see if there is a green ST icon for the web connector. If the green ST icon is not there, the web connector is not on.

  3. Search for an open the ServiceTitan web connector on the computer. The icon appears in the bottom right corner.

Confirm the correct QuickBooks file is open on the same computer as the ServiceTitan web connector:

  1. Go to the computer or server where you use QuickBooks.

  2. Confirm the ServiceTitan web connector is on, as described in the previous steps.

  3. In ServiceTitan, Go to Settings > Integrations > QuickBooks Desktop and click the company QuickBooks file.

  4. On the mapping screen, under Connections, confirm the Local File Path is the same location as where you open QuickBooks.


Want to learn more?

Visit ServiceTitan Web Connector to QuickBooks Desktop for more on this topic.



Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.