Resolving sync exceptions

Sync handles the ordinary cases silently. It stops and asks when guessing could put a wrong number in your books — which is exactly when you want it to stop.

Where to find it

Exceptions can be filtered to Money exceptions only or Every exception.

The nine exceptions

Unmatched payment — a payment in QuickBooks isn't linked to any invoice we know about. Money exists with nothing to apply it to. Choose Apply to an invoice.

Unmatched customer — an invoice was raised in QuickBooks for a customer we don't have. Choose Link to a client, or leave it if it genuinely isn't yours.

Overpayment — a QuickBooks payment is larger than the invoice balance. Apply the balance, or work out whether it belongs elsewhere.

Edited in QuickBooks — the invoice is ours, but someone changed it there. Three choices: Link — QuickBooks is right, Link — overwrite with ours, or Link anyway — I'll reconcile.

Deleted in QuickBooks — ours, and it was deleted there.

Voided in QuickBooks — ours, voided there. It still exists, zeroed out.

Didn't push — the invoice never reached QuickBooks. Usually a stale connection. Reauthorize, then retry.

Changed under us — QuickBooks changed the record while we were writing to it. Retry.

Possible duplicate — a QuickBooks invoice matches one already here, and we stopped rather than create a second copy. Compare them, then link or push as new.

Choosing on an edit conflict

The three options on Edited in QuickBooks are a real decision:

• QuickBooks is right when a bookkeeper made a legitimate correction there. Take their version.
• Overwrite with ours when the change was a mistake, or LedgerOS is your source of truth for billing.
• I'll reconcile when neither is cleanly right and you'll sort it manually. Honest, and better than picking one and discovering later.

Decide which system is authoritative for invoices at your firm, once, and apply it consistently. Firms that decide case by case end up with two sets of books that disagree in ways nobody can reconstruct.

Duplicates

Possible duplicate is the exception to be most grateful for. Sync stopping rather than creating a second copy is the difference between one decision now and an afternoon of cleanup later.

Always Compare before choosing. Two invoices for the same client and amount in the same month are usually the same invoice — and occasionally genuinely two.

Blocking exceptions

Some exceptions are Blocking. They hold sync until resolved, because continuing would compound the problem.

An unresolved blocking exception means sync isn't running, so work it the day it appears rather than letting a queue build.

A working routine

• Filter to Money exceptions only
• Clear anything Blocking first
• Work unmatched payments next — that's money with nowhere to go
• Leave presentation-level differences for a weekly pass

Ten minutes a week keeps this at zero. A month of not looking turns it into a project.

Notes and limits

• Skip this invoice leaves it out of sync deliberately.
• Resolving an exception doesn't retroactively fix reports already run.
• Exceptions are firm-wide, not per client.
• The audit log records how exceptions were resolved and by whom.