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Fix Salesforce → QuickBooks Sync Issues (Not Working, Errors, Duplicates)

🔧 4 Common Issues

Diagnose and resolve common sync problems. We've documented the 4 most common issues, their root causes, and exactly how to fix them. See step-by-step fixes for duplicates, missing fields, rate limit errors, and connection issues.

critical Very High Frequency

Closed-Won Opportunity fails to create Invoice in QuickBooks: error 'Customer not found' or 'Item Ref Missing'

Also searched as: "Salesforce QuickBooks closed-won opportunity fails to create invoice in quickbooks: error 'customer not found' or 'item ref missing'"

#1 Opportunity Account name doesn't match any QB Customer name exactly (case-sensitive, spaces matter) 90% likely

📋 How to Diagnose

  1. 1. Find the Closed-Won Opportunity.
  2. 2. Note the Account name (e.g., 'Acme Corp').
  3. 3. In QB, search Customers for exact match. Try variations: 'Acme', 'Acme Inc', 'Acme Corp Inc'.
  4. 4. Check connector logs for 'Customer not found'.

✓ Solution

Create a mapping key: store Salesforce AccountId in QB as a custom field. Upsert Customer by external ID, not name.

⏱️ Est. time: 90 min

Use Make → →
View Setup Guide
high High Frequency

QB has 5 versions of 'Acme' (Acme, Acme Inc., Acme Corp, etc.) from the same Salesforce Account

Also searched as: "Salesforce QuickBooks qb has 5 versions of 'acme' (acme, acme inc., acme corp, etc.) from the same salesforce account"

#1 Matching algorithm uses Display Name only. Name formats vary (typos, extra spaces, punctuation). 85% likely

📋 How to Diagnose

  1. 1. In QB, search 'Acme'.
  2. 2. Count results. If >1 for the same company, name-based matching failed.
  3. 3. Check if they share the same email address or domain.

✓ Solution

Stop matching by name. Match by email domain or Salesforce Account ID. This requires conditional logic (available in Make/n8n, limited in Zapier).

⏱️ Est. time: 45 min

Use Make → →
View Setup Guide
high Moderate Frequency

Only the first product from a multi-item Opportunity becomes an Invoice line item

Also searched as: "Salesforce QuickBooks only the first product from a multi-item opportunity becomes an invoice line item"

#1 Zapier's array handling is weak; it flattens or skips iterations. Make handles arrays natively. 70% likely

📋 How to Diagnose

  1. 1. Create Opportunity with 3 OpportunityLineItems (different products).
  2. 2. After sync, check QB Invoice. How many line items?
  3. 3. If just 1, array iteration failed.

✓ Solution

Use Make's Array Iterator module to loop through OpportunityLineItems and create a QB Invoice line for each.

⏱️ Est. time: 60 min

Use Make → →
View Setup Guide
high Moderate Frequency

Invoice totals differ between Salesforce and QuickBooks for multi-currency deals

Also searched as: "Salesforce QuickBooks invoice totals differ between salesforce and quickbooks for multi-currency deals"

#1 Exchange rate applied twice (or not applied at all) depending on connector configuration 60% likely

📋 How to Diagnose

  1. 1. Check Salesforce Opportunity CurrencyIsoCode and Amount.
  2. 2. Check QuickBooks invoice currency + exchange rate on that date.
  3. 3. Look for a second conversion in middleware mapping.

✓ Solution

Choose where conversion happens (Salesforce or QuickBooks) and make the other system accept the converted amount as-is. Store exchange rate used for auditability.

⏱️ Est. time: 60 min

Use Make → →
View Setup Guide

Step 1: Try the Official Integration

Direct connection

Start with the native integration if available. It's usually the most reliable, but may have limitations.

View Setup Guide

Free with your subscription

Step 2: Use Make for Custom Flows

No code automation

Create custom integration workflows with Make's visual designer. It works with almost any API.

Try Make Free →

1000 ops/mo free. No credit card.

Step 3: Self-Hosted with n8n

Full data control

Need complete data privacy? n8n is open-source and self-hostable. Build custom integrations with full control over your data.

Try n8n Free →

Open source. Self-host or cloud. Unlimited ops.

Step 4: Add Human Review

Approval automation

Relay adds human-in-the-loop approvals, Slack/Teams alerts, and conditional logic to your automation.

Try Relay Free →

1000 actions/mo free. No credit card.