Service Titan Knowledge Base

Resolve QuickBooks Desktop integration export error messagesLast updated on 11/04/2022

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


Things to know

  • Export errors appear in the Export Error Report under Reports. You can also see export errors in the batch feed of the Invoice section of the Accounting screen

  • If you’re looking for the solution to a specific error on this page, press Ctrl + F and search for it


Fix common ServiceTitan export errors

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

Error 3000 The given object ID "___" in the field "list id" is invalid.

Possible cause

Fix

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.

Error 3100 The name of the list element is already in use.

Possible cause

Fix

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.

Error 3120 Object "___" specified in the request cannot be found.

Possible cause

Fix

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 Settings settings.png

  2. In the side panel, click Invoicing > Pricebook.

  3. Click Services, Material, or Equipment

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

  5. Assign a GL account.

  6. Click Save.

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

  8. 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.

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.

Possible cause

Fix

“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 settings.png

  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.

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.

Possible cause

Fix

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.

Possible cause

Fix

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.

Error 3140 You cannot use the same tax item in both the line items and the transaction tax.

Possible cause

Fix

Sales tax is turned on in QuickBooks.

In ServiceTitan:

  1. Go to the navigation bar and click Settings settings.png.

  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.

Error 3150 Cannot use SalesOrPurchaseMod aggregate when the item is reimbursable.

Possible cause

Fix

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.

Error 3170 There was an error when modifying a ItemNonInventory. Cannot use SalesAndPurchaseMod aggregate when the item is not reimbursable.

Possible causes

Fix

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.

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."

Possible cause

Fix

A different user has the customer profile open in their instance of QuickBooks.

Switch to Single User Mode and re-export the batch.

Error 3170 There was an error when modifying a Customer, element "Entity Name". QuickBooks error message: Cannot merge list elements.

Possible cause

Fix

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.

Possible cause

Fix

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 settings.png.

  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.

Error 3170 There was an error when modifying a service item, element "Entity Name". QuickBooks error message: Cannot merge list elements.

Possible cause

Fix

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. In ServiceTitan, go to the navigation bar and click Settings settings.png

  2. In the side panel, click Invoicing > Pricebook.

  3. Click the Service tab. 

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

  5. Enter the new service name.

  6. Click Save.

  7. 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.

Possible cause

Fix

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.

WARNING: 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.

Possible cause

Fix

Multiple users in QuickBooks accessing the same data simultaneously.

In QuickBooks:

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

In ServiceTitan:

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.

Possible cause

Fix

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.

Error 3176 To change the posting account, you must switch to the single-user mode or Invalid Reference to QB Asset/COGS/Expense To change the switch to single-user mode.

Possible cause

Fix

GL Account assigned to an item in QuickBook 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 Settings settings.png

  2. In the side panel, click Invoicing > Pricebook.

  3. Click Services, Material, or Equipment.

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

  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.

Possible cause

Fix

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.

Error 3180 There was an error when saving an Item Non-Inventory list, element "########". QuickBooks error message: An expense account must be specified.

Possible cause

Fix

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 Settings settings.png.

  2. In the side panel, click Invoicing > Pricebook.

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

  4. Click Edit on the item causing the error.

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

  6. Click Save.

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

Error 3180 There was an error when saving an Item/Inventory list, element "Item Name". QuickBooks error message: An asset/posting account must be specified.

Possible cause

Fix

An asset account is missing for the item in ServiceTitan.

In ServiceTitan:

  1. Go to the navigation bar and click Settings settings.png.

  2. In the side panel, click Invoicing > Pricebook.

  3. Click Services, Material, or Equipment.

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

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.

Possible cause

Fix

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.

Possible cause

Fix

QuickBooks does not accept $0 payments.

In ServiceTitan, bypass the batchand set the Payment as exported.

Error 3200 The provided edit sequence “____" is out-of-date.

Possible cause

Fix

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.

Possible cause

Fix

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.

Possible cause

Fix

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

ST Error You must specify a Sales Tax Item for the Tax zone.

Possible cause

Fix

Tax Zones is missing Tax Item.

In ServiceTitan:

  1. Go to the navigation bar and click Settings settings.png.

  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.

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.

Possible cause

Fix

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 settings.png

  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.

ST Error Critical error: object was not processed.

Possible cause

Fix

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.

ST Error Critical error: Bill update is not provided

Possible cause

Fix

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

Possible cause

Fix

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 QB file.

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

For more, see Web Connector Troubleshooting Guide.

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

Possible cause

Fix

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 the lock level.

Possible causes

Fix

A ServiceTitan object was previously synced with a QuickBooks object but no longer exists in QuickBooks.

Most Common: 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. To do this, in ServiceTitan merge settings add the new customer you created in the Customer field. Add the old customer with the * in the Duplicate field. 

  4. 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

Possible cause

Fix

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

In ServiceTitan:

  1. 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.

In ServiceTitan:

  1. 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.

Possible cause

Fix

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 and 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 settings.png > Integrations > QuickBooks Desktop and click the company QuickBooks file.

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

For more, see Web Connector Troubleshooting Guide.




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