This article covers the most common reasons Quipli invoices fail to sync to QuickBooks Online (QBO) and how to resolve them. Sync issues are the most frequently escalated accounting support topic, so working through these steps in order will resolve the majority of cases.
ℹ️ Key Rule: Only payable invoices sync to QBO. Draft orders and quotes will never appear in QuickBooks regardless of your sync settings.
How the Sync Works
Quipli syncs invoices to QBO automatically once they become payable. Payments sync on approximately a 15-minute batch interval — they are not real-time. All payments must be recorded in Quipli first for the sync to work correctly.
Step 1 — Confirm the Invoice Is Payable
- Open the order in Quipli.
- Check the invoice status. If the status is Draft or Quote, it will not sync.
- If the invoice should be payable but isn't, check your billing trigger setting (Order Completion vs. Rental End Date) and confirm the order has been fully closed out.
📌 Non-Cycle Billed Orders: The payable trigger is controlled by: Settings → Options → Invoice Payable Order Status
📌 Cycle Billed Orders: Payable timing is based on the terms set for the order. The cycle invoice day can be configured at three levels (each overrides the one above it):
| Level | Where to Set |
|---|---|
| Global (default) | Settings → Options → Default Global Cycle Invoice Day |
| Customer | Customer record — overrides Global |
| Order | Order record — overrides Customer and Global |
Step 2 — Check for Duplicate Customer Records in QBO
A known historical bug caused duplicate customer records in QBO with numbers appended to the name (e.g., "Acme Rentals 2"). If you see this:
- Identify which duplicate record has invoices attached to it.
- Merge the record with invoices into the correct primary customer record in QBO.
- Contact Quipli support to confirm the correct customer ID is mapped going forward.
Step 3 — Re-Triggering a Sync
If invoices failed to sync during a known outage window, you can re-trigger sync on the individual order level:
- Go to Order
- Scroll down to QBO Invoice
- Select Sync Invoice
Step 4 — Custom Products
All custom line items consolidate into a single QBO entry with no line-item segmentation. This is a known limitation. If you need to identify custom product revenue separately in QBO, add a consistent identifier (for example, a "CP" prefix) to your custom product names so they are distinguishable in the consolidated entry.
When to Escalate
Contact Quipli support (support@quipli.com) if:
- Re-triggering sync does not resolve missing invoices after completing the steps above.
- You see invoices posting to incorrect QBO accounts despite correct mapping.
- You experience a platform-wide sync outage (not limited to your account).