6 Most Common Jobber and Quickbooks Sync Errors

Integrating QuickBooks and Jobber can streamline your operations, but it’s not always smooth sailing. Sync errors can pop up, stopping information from transffering. Here’s a breakdown of five common issues and how to resolve them effectively.

1. Duplicate Clients in Jobber and QuickBooks

Duplicate client profiles are a common issue in Jobber. For example, a returning customer might call from a new phone number, leading to the creation of a second profile with the same name. Or, a team member unaware of an existing profile might create a duplicate.

When you attempt to sync these duplicates to QuickBooks, the system rejects the client information, triggering an error.

How to fix it:

• If the duplicate profile has minimal data, consolidate it with the original profile by transferring the necessary details and deleting the duplicate.

• If the duplicate already has associated invoices, payments, or properties, simply append “(Duplicate)” or “2” to the duplicate’s name to differentiate it and enable the sync.

2. Duplicate Invoice Numbers

Jobber allows duplicate invoice numbers, but QuickBooks doesn’t. If two invoices share the same number, QuickBooks flags this as an error during the sync.

How to fix it:

• Update the duplicate invoice number in Jobber to align with your current numbering system and ensure it is unique. This correction will allow the invoice to sync seamlessly.

3. Missing Payments Associated with Deposits

Deposits in QuickBooks rely on matching payment records. If a payment is missing in QuickBooks, the deposit cannot reconcile properly. This issue can arise if:

• A cash or check payment was not recorded in Jobber.

• A sync error (such as a duplicate client) prevented the payment from being transferred to QuickBooks.

How to fix it:

• Locate the missing payment in Jobber and ensure it is properly recorded. Address any underlying issues, such as duplicate client profiles, before reattempting the sync.

4. Line Items That Don’t Match

If an invoice in Jobber contains a line item that doesn’t exist in QuickBooks, the invoice will fail to sync.

How to fix it:

• Modify the invoice in Jobber to use a line item already established in QuickBooks.

• Alternatively, add the missing line item to QuickBooks to match the invoice in Jobber.

After making these changes, the invoice should sync without issue.

5. Same Company, Different Employees

This scenario can get messy: Employee 1 from Company A hires you for a job, and a client profile is created for Company A with Employee 1's information. Later, Employee 2 from the same company hires you for another job, and a new profile is created for Company A with Employee 2's details. Now, payments, invoices, and job records can become mixed between the two profiles.

How to fix it:

• Identify and separate payments and invoices tied to the correct profiles. Moving forward, consolidate all representatives under a single client profile for Company A, with individual employees listed as contacts within that profile. This setup minimizes confusion and keeps records accurate.

6. Uncategorized Transactions

Syncing often creates "uncategorized" transactions in QuickBooks if Jobber data lacks specific account mapping. Addressing how to prevent or clean up these records could resonate with your audience.

How to fix it:

• Making sure tips, payment processor fees, and income are all mapping to the correct accounts inside of quickbooks will resolve this issue.

In Review

Jobber sync errors can feel like an endless headache, especially when you're already juggling a million other things. But once you get to the root of the most common causes, fixing them and keeping them from happening again becomes a lot easier. We hope the tips in this article help you clean up your bookkeeping, so you can focus on running your business smoothly and seeing it grow.