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Wholesale: QuickBooks Sync Errors
Wholesale: QuickBooks Sync Errors

If you see an error message when syncing invoices to QuickBooks, use this guide to get back on track in GrowFlow Wholesale!

Michaela avatar
Written by Michaela
Updated over a week ago

Updated 6/21/23

Click on the error message you see from this list to jump to the troubleshooting steps:

Error: "Not able to find customer"

This error means the Vendor has not been synced to QuickBooks. Click Sync Vendor First button to sync the vendor on the Vendors page, then sync the invoice:

Error: "Invoice number is already in use"

This means the invoice number is already in use in QuickBooks. You can change the existing invoice number in QuickBooks to another number, or change the GrowFlow invoice number:

1. On the order in GrowFlow, click Details:

2. Click Edit, then change the PO# on the left, then click Save:

  • Note: Check your Sales History page to look for the next available Invoice Number in your current sequence to use and enter here. Editing a PO# will begin a new numerical sequence for new orders, so be aware that the edited invoice number here will affect the ongoing sequence of new orders.

Now the invoice will sync!

Error: "String length specified does not match supported length"

This means the product name in GrowFlow is too long for QuickBook's max character length of 100. Here's how to resolve it:

1. Click on the long product name on the order:

2. Click View On Admin in the upper left:

Tip: Check under QuickBooks Product to see if a product name is set. If it does show a product name, go to the next product on the order until you find the one (or more) that says Not Set.

3. Go to the Packaged or Bulk tab where the product is, select the checkbox on the right, then go to Edit:

4. Shorten the Short Name as much as possible and then click Modify:

5. When all instances of product names greater than 100 characters are resolved on the invoice, try syncing the invoice to QuickBooks again on Orders > Sales History.

6. Once the invoice is synced, go back through steps 1-5 and edit the product name(s) back to the full product name.

Error: "The name supplied already exists"

This means QBO is trying to create a product name that already exists OR is due to using a special character in the GrowFlow product name (eg. è-+';"&^_()–)

To resolve, either...

  • Edit your GrowFlow product on Admin > Products > Product Catalog to remove the special character:


  • Sync the product to an existing QBO product by clicking the yellow Sync button, selecting the QBO product, then clicking Save:

Then, try syncing the invoice again.

Error: "Categories cannot be used in transactions"

This means you have a category in QuickBooks that is the same name as one of the product names on the GrowFlow order. Find the category in QuickBooks causing the problem and edit it slightly, such as adding a period or asterisk to it, then the GrowFlow invoice should sync!

Error: "Business Validation Error Select a Product or Service"

This error can occur when syncing an invoice that has a Delivery Fee. To resolve this error, turn the Shipping setting ON in QuickBooks:

1. Click the gear icon and go to Accounts and Settings

2. Go to Sales on the left

3. Under Sales Form Content, turn the Shipping setting to On

4. Then try syncing the invoice in GrowFlow again

Error: "Not Able To Update Preferences" or “...Discount Line Is Missing”

These errors can be resolved by editing your Sales settings in QBO. To set things right, follow these steps:

1. Click the Settings icon in the top-right corner of your QuickBooks screen:

2. Under Account and Settings > Sales > Sales Form Content, find the Off/On switches.

3. Set Custom Fields, Discount, and Deposit to On

4. Click Save

Now you can update invoices that already have payments assigned or those that have overall order discounts!

Error: "Object Reference Not Set to an Instance of an Object"

This error indicates that your GrowFlow products are not correctly auto-syncing with Quickbooks. You will need to disconnect your Quickbooks account from GrowFlow to reconnect the connection to Quickbooks.

Only QuickBooks Online Admin users can connect and manage apps for their company or firm. Here are the steps to disconnecting an app from a Quickbooks account if you are the user that connected the app.

In Quickbooks:

1. From the left menu, select Apps then My Apps

2. Select the Action ▼ drop-down menu, then Disconnect

  • Note: If you can't find Disconnect in the menu, select Settings, then locate the Disconnect button on the settings page.

3. Complete the short questionnaire

4. Select Confirm Disconnect to remove the app from your company profile

5. Follow the instructions in our Sync to QuickBooks Online to reconnect your GrowFlow account to Quickbooks.

6. While reconnecting your GrowFlow account to Quickbooks, do not skip the step of checking the Auto Sync Products box on the Sales History page. This should be done promptly after reconnecting to Quickbooks.

If you do not see GrowFlow as an option to disconnect in Quickbooks or you are not the admin user of the Quickbooks account, please refer to these two links below from the Quickbooks Help Center for more recommended troubleshooting techniques.

QuickBooks Online Support

Visit QuickBooks Online Support for more help with QuickBooks Online or to contact QuickBooks support for issues within QBO.

Happy accounting!

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