If an invoice has been disconnected from QuickBooks, it’s usually due to certain actions or changes in Studio Ninja or QuickBooks. Here’s a simple guide to common reasons and how to fix them.
Sync Payments with QuickBooks is Turned Off
When payment syncing is turned off, the following situations can cause your invoice to be disconnected:
1. Duplicate Invoice ID
QuickBooks doesn’t allow invoices with duplicate IDs. If the Invoice ID in Studio Ninja matches one already in QuickBooks, the invoice will not be copied.
How to Fix It:
Edit the Invoice ID in Studio Ninja to make it unique, then click "Copy to QuickBooks" to sync the invoice again.
2. Changes to Invoice Details in Studio Ninja
Editing the Invoice ID, tax options, total, or line items will disconnect the invoice.
How to Fix It:
Click "Copy to QuickBooks" in Studio Ninja. This will overwrite the existing invoice in QuickBooks with the updated details from Studio Ninja.
3. Invoice Voided in QuickBooks
If an invoice is voided in QuickBooks, it disconnects from Studio Ninja.
How to Fix It:
To reconnect, click "Copy to QuickBooks" in Studio Ninja to recreate the invoice in QuickBooks.
4. Changes to Client Details in Studio Ninja
Changes to primary client details in Studio Ninja, like the name, email address, or other key information.
How to Fix It:
Click "Copy to QuickBooks" to resync the invoice. This will update the invoice in QuickBooks based on the current details in Studio Ninja.
5. Invoice Was Edited on QuickBooks
If changes are made directly to the invoice in QuickBooks.
How to Fix It:
Edit the invoice in Studio Ninja instead, then click "Copy to QuickBooks" to make sure the changes are synced properly.
Sync Payments with QuickBooks is Turned On
1. Payment or Credit Note Changes in QuickBooks
Adding, editing, or deleting payments or credit notes in QuickBooks will disconnect the Studio Ninja invoice.
How to Fix It:
Unfortunately, this issue cannot be resolved directly. To avoid this problem, always manage payments and credit notes in Studio Ninja, not QuickBooks.
If you encounter further issues or have questions, don’t hesitate to contact us via the in-app chat. We’re here to help!