Resolve QuickBooks Desktop integration export error messagesLast updated on 12/28/2022

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.

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.

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.

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.

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.

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.

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 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.

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 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.

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.

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

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

In ServiceTitan:

1. 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 been completed.

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 an account assigned in the pricebook. In ServiceTitan:

1. Go to the navigation bar and click Pricebook.

2. Select the item type that is causing the error, Services, Materials, or Equipment.

3. Click Edit on the item causing the error.

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.

If the item already has a COGS account assigned:

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

2. Click Edit for Chart of Accounts Mapped.

3. Make sure the GL of the item is mapped and save.

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

An asset account is missing for the item in ServiceTitan. 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.

If the item already has an asset account assigned:

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

2. Click Edit for Chart of Accounts Mapped.

3. Make sure the GL of the item is mapped and save.

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

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.

If the item already has an income account assigned:

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

2. Click Edit for Chart of Accounts Mapped.

3. Make sure the GL of the item is mapped and save.

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

QuickBooks does not accept $0 payments. In ServiceTitan, bypass the batch and set the Payment as exported.

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.

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.

The description contains special characters. In ServiceTitan:

1. Check the transaction in ServiceTitan for any special characters that would trigger this error (e.g. item name, customer name, etc).

2. Edit names, then try exporting again.

If still unsuccessful, contact Technical Support

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 the item type as Service.

4. Enter “ST Sales Tax”as the item name.

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

The Inventory Module setup is incomplete and is missing a GL account. In ServiceTitan:

1. Unpost the batch that experienced the error.

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

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. For more, see Web Connector Troubleshooting Guide.

The connection was interrupted.

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

2. If a window opened, follo