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QuickBooks - Common Issues & Questions

If you use QuickBooks Online to manage your accounting, you'll be happy to know that OwnerRez integrates with QuickBooks.  Read about how it all works in our QuickBooks Integration Overview article.

This article provides a list of common questions and answers for the QuickBooks integration that are not covered elsewhere.

What versions of QuickBooks does OwnerRez integrate with?

OwnerRez is able to integrate with all versions of QuickBooks Online.  However, OwnerRez does not integrate with desktop versions of QuickBooks.

Note that there are different versions and features of QuickBooks Online.  OwnerRez can integrate with all them.  However, you must have an advanced version of QuickBooks to take advantage of "class" tracking.

Booking taxes are not going into the tax fields on the QuickBooks invoice

We do not support the built in "sales tax" wizard in QuickBooks nor the tax fields on invoices.  However, you can still file and record taxes.

To do this, create liability accounts in your chart of accounts for each type of tax you collect.  For instance, if you have a state and county tax, you might create two liability accounts called:

  • Sales Tax Payable (current liability type)
  • County Tax Payable (current liability type)

You would then create two Product or Service items that map to these accounts.  Feel free to use the same names on the Product or Service items as the accounts above.

Then in OwnerRez, edit your QuickBooks mappings so that each of your taxes maps to the correct Product or Service item that you just created.  If the items were just created, you may need to do "Refresh References" in OwnerRez so that our system has an updated list of accounts and items on file.

Make sure to Save.  If you have invoices that are already synced to QuickBooks, you may need to sync them again to correct the line items on the QuickBooks invoice.

Seeing error messages when a sync occurs

Try though we might, our system sometimes runs into QuickBooks errors when a sync happens.  We attempt to detect and code around errors and validation issues that come back from QuickBooks but sometimes the nature of the booking or payment makes it impossible to push across.  Here are some common ones and an explanation for what is going on.

QuickBooks error: "This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first."

When payments are pushed across to QuickBooks, we push them across as undeposited.  Later, you then create a bank deposit in QuickBooks for this payment (or multiple payments) so that you can properly reconcile your bank transactions.  Once you do that - including a payment in a deposit - the payment can no longer be changed or removed from QuickBooks.  You have to first remove the deposit before you can change or remove the payment.

When a sync runs in OwnerRez, the system may attempt to change or remove the payment depending on what occurred in OwnerRez.  But if the payment was part of a deposit, this causes QuickBooks to throw this error message up.

In order to fix it, find the deposit in QuickBooks and delete it.  Then come back to OwnerRez and run the "Sync Now" on the booking.  Once it works, you can then go back to QuickBooks and create the deposit again.

My old bookings aren't syncing!

True.  When you first turn on QuickBooks integration, it will apply your sync settings to new bookings, but not to old ones.

You can manually turn on the sync for each old booking, but if you have a lot of them, please contact the helpdesk - we can do it for you in bulk if you tell us how far back you want us to go.