QuickBooks Online and Clio

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QuickBooks Online is cloud-based accounting software. With Clio’s integration with QuickBooks Online, you can sync your Clio contacts, approved bills, trust funds transactions, payment transactions, and expenses for accounting purposes. You can also print cheques.

Important: Check with your accountant or Clio Certified Consultant for which settings are best for your firm. You can search for a Clio Certified Consultant here.
Tip: Take a look at the QuickBooks Community Knowledge Base for more information about using QuickBooks, including how to resolve QuickBooks error codes.

Integration at a glance

Clio's integration with QuickBooks Online allows you to integrate your key processes in Clio Manage with QuickBooks Online. At a high-level, in Clio Manage, you can manage tasks and calendars, store documents, generate and share client bills, track communications, and remind clients of outstanding balances. In QuickBooks Online, you can manage the general ledger, pay operating expenses, reconcile accounts, cut checks for other expenses, and manage tax forms. 

How key data flows between Clio Manage and QuickBooks Online

  1. In Clio Manage, add a contact.
    • Contacts are synced to QuickBooks Online once contacts have approved bills in Clio. Updates are bi-directional. 
  2. In Clio Manage, add funds to a trust funds account.
    • Trust funds are added in QuickBooks Online.
  3. In QuickBooks Online, cut a cheque to a vendor for reimbursable client expenses. 
    • Import into Clio as hard costs and then enter time and other expenses in Clio Manage.
  4. In Clio Manage, draft a bill.
  5. In Clio Manage, approve the bill.
    • The bill is synced to QuickBooks Online.
  6. In Clio Manage, edit the bill invoice.
    • The bill invoice is edited in QuickBooks Online.
  7. In Clio Manage, pay the bill.
    • The bill is paid QuickBooks Online.
  8. In Clio Manage, disburse remaining trust funds.
    • Print a cheque in QuickBooks Online.

 

Set up integration

Note: You can only set up the Clio integration with QuickBooks Online if you have a QuickBooks online subscription and account. Clio integrates with QuickBooks Online Essentials, Plus, and Accountant (Advanced) but does not support the timekeeper or import hard costs features with QuickBooks Online Essentials. Clio does not integrate with QuickBooks Online Self-Employed (Simple Start).

Step 1: Set up Chart of Accounts in QuickBooks Online

  1. Go to QuickBooks Online.
  2. Set up your accounting ledgers in your Chart of Accounts.

 

Step 2: Configure suggested settings in QuickBooks Online

Before linking your QuickBooks Online account to Clio, you need to enable two settings to establish a proper sync connection and to prevent duplication of bill numbers.

  1. Go to QuickBooks Online.
  2. Click the gear icon to open your settings and then select Account and Settings.
  3. Select the Sales subtab.
  4. Click the pencil icon to edit Sales form content.
  5. Check the box next to Custom Transaction Numbers.
  6. Click Save.
  7. Select the Advanced subtab.
  8. Click the pencil icon to edit Other preferences.
  9. Check the box beside Warn me when I enter a bill number that's already been used for that supplier.
  10. Click Save.

Note: If you are starting in QuickBooks Online before Clio, adjust your first bill number in Clio to be a higher number than the last bill in QuickBooks Online. This will avoid duplication error since both Clio and QuickBooks Online will automatically number your first bill as number one.

 

Step 3: Link Clio to QuickBooks Online

You can link your Clio account to your QuickBooks Online account in your Clio Manage settings.

  1. Go to Settings > Bill Syncing.
  2. Click Connect to QuickBooks.
  3. Click Connect to grant Clio access to your QuickBooks Online account.
  4. Log in to QuickBooks Online and authorize the integration.

 

Set up bill syncing in QuickBooks Online

Before syncing approved bills and recorded payments from Clio to your QuickBooks Online account, start by matching each item in Clio to a Product or Service that you create in your QuickBooks Online account. Once this is done you can sync your approved bills and recorded payments.

Note: Your Products and Services need to be connected to the appropriate Chart of Accounts before matching items in Clio. Consult your accountant for which settings are best for your firm.

  1. Sign in to your QuickBooks Online account.
  2. Go to your settings (gear icon) and select Products and Services.

 

Sync approved bills and recorded payments

When configuring the integration settings in Clio, you can enable the approved bills and recorded payments sync, which means that bills created in Clio, credit notes, and payments recorded in Clio will sync to QuickBooks Online. Clio contacts with approved bills will also be synced to QuickBooks Online. If you enable this setting, you have three options for viewing taxes in QuickBooks Online:

  • Send line item taxes as their own distinct line item: Clio will create a separate line item for the tax amount for each individual time entry or expense. This option will not show a summary of total taxes.
  • Aggregate line item taxes into a single line item: Clio will create a single line item to sum up the total amount for each type of tax. This option will not show a summary of total taxes.
  • Include tax with corresponding line item: Clio will integrate with QuickBooks Online’s tax centre, which means that Clio will import sales tax rates from QuickBooks Online to perform sales tax calculations. If you select this option, Clio will override the primary and secondary tax values in your Bill Settings with values specified in QuickBooks Online. This option is only available for non-US versions of QuickBooks Online and will only apply to new bills created after enabling the feature.
Important: Include tax with corresponding line item is for firms based in Canada. Do not use this selection if you are located outside of Canada.
Note: QuickBooks Online does not permit two separate taxes on the same line item. If you charge two taxes, you need to combine them as a single Group Tax.
USCanada
  1. Go to Settings > Bill Syncing.
  2. Beside QuickBooks Online click Configure Settings.
  3. Check the box for Export approved bills and recorded payments.
  4. Enter the start date for the export. Clio will only export approved bills issued on or after this date.
  5. Add a Clio prefix for exported bills to prevent duplicates.
  6. For the sales tax export selection, choose either Send line item taxes as their own distinct item or Aggregate line item taxes into a single line item.
  7. Click Save sync settings.
  8. You will now see your Clio contacts and bills sync to QuickBooks online every 30-60 minutes.

 

Sync trust funds transactions and enable cheque printing

In the integration's settings, you can enable the trust funds transactions and cheque printing sync. This means that trust funds transactions recorded in Clio, including deposits, disbursements, and applied funds, will be exported to QuickBooks Online as journal entries in the trust funds Liabilities Account. Clio contacts with trust funds transactions will also be synced to QuickBooks Online. You can also schedule cheques to be printed. Once printed, QuickBooks Online will send cheque numbers back to Clio.

Note: You can sync up to 15 trust funds from Clio to QuickBooks Online.

  1. Go to Settings > Bill Syncing.
  2. Beside QuickBooks Online click Configure Settings.
  3. Check the box for Export trust funds transactions and cheque printing.
  4. Select the Clio trust fund you want to sync to QuickBooks Online.
  5. Select the QuickBooks Online trust funds bank account and trust liability account you want to sync with Clio.
  6. Enter the start date for sync. Clio will only sync trust transactions from on or after this date.
  7. Optional: Check the box for Trust Funds Disbursement & Cheque Printing to enable cheque printing.
  8. Click Save sync settings.

 

Import hard costs

Note: This feature is only available with QuickBooks Online Plus and Advanced Plans by turning on the hard/soft cost setting.

When configuring the integration’s settings in Clio, you can enable importing hard costs into Clio. This means that all hard cost expenses recorded in QuickBooks Online will be exported back to Clio. This is the only integration feature that syncs data from QuickBooks Online to Clio. Additionally, Clio contacts with active matters will also be synced to QuickBooks Online.

Important: To use this feature, you are required to enable hard and soft costs expenses in your Clio Manage bill settings. Learn more about how to do this here.
Note: Only Expense and Check transaction types from QuickBooks Online will be imported into Clio.

Step 1: Turn on the "track by customer" setting in QuickBooks Online

  1. Click the settings gear icon and select Account and Settings.
  2. Select Expenses.
  3. Click the Bills and expenses area and then turn on Track expenses and items by customer.
  4. Click Save.
  5. Click Done.

 

Step 2: Enable the feature in Clio Manage

The user assigned to the expense entry in Clio automatically defaults to the primary subscriber. The expense entry can be edited in Clio to change the user. 

  1. Go to Settings > Bill Syncing.
  2. Beside QuickBooks Online click Configure Settings.
  3. Check the box for Import hard costs.
  4. Enter the date you want to start importing hard costs.
    • The contact associated with the hard cost must also have a matter created in Clio.
    • You can always change the date after the initial setup if you want to import from a different date. 
  5. Select the QuickBooks Online ledger from which Clio should import hard costs.
  6. Click Save sync settings.

 

Step 3: Create an expense or check in QuickBooks Online

Only Expense and Check transaction types from QuickBooks Online will be imported into Clio. When creating an expense or check in QuickBooks Online, ensure that the category you select in QuickBooks Online matches the one you selected in Clio Manage within Category Details (e.g. Reimbursable Expenses).

 

Perform trust funds reconciliation

Tip: Clio offers full trust funds reconciliation right in Clio Manage. Learn more here.

If you are performing trust fund reconciliation in QuickBooks Online, you can do so by syncing your trust fund data from Clio to QuickBooks Online, running the trust ledger report in Clio, and then matching transactions in QuickBooks Online.

  1. Follow the steps above in Set up integration and Sync trust funds transactions and enable cheque printing to set up the trust funds transaction sync.
  2. In Clio Manage, go to Reports > Reports.
  3. Click Client under Categories.
  4. Select the Trust funds ledger report.
  5. Choose your parameters
  6. Select Generate report.
  7. Go to QuickBooks Online and compare the amounts.

 

Revoke access to QuickBooks Online

If you disconnect Clio's access to your QuickBooks Online account, the sync still maintains a memory of links between your synced bills, contacts, and payments in case you want to reauthorize access at a later time. If you connect to a different QuickBooks Online account after disconnecting the original account, you will lose the memory of links with the original QuickBooks Online account. 

  1. Go to Settings > Bill Syncing.
  2. Beside QuickBooks Online click Configure Settings.
  3. Click Disconnect from QuickBooks Online.

 

Troubleshoot QuickBooks Online error codes

If you are experiencing syncing errors and discrepancies between Clio and QuickBooks Online, see below for a list of error codes and resolutions. If you are still having trouble resolving any issues after following the directions below, contact Clio's support team for additional assistance. 

QuickBooks Online error code (120)

(120)

This error code is caused by the following situation:

  • This error occurs when the user who initially set up the Clio to QuickBooks Online sync is disabled in QuickBooks Online. 

To resolve this error code, follow these steps:

  1. In Clio Manage, go to Settings > Bill Syncing.
  2. Click Configure next to QuickBooks Online.
  3. Click Disconnect from QuickBooks Online.
  4. Click Connect to set up the sync with an enabled user.

 

QuickBooks Online error code (403)

(403)

This error code is caused by the following situation:

  • Incorrect Local Area Network (LAN) settings when accessing a web page. 

To resolve this error code, follow these steps:

  1. Remove the specified proxy from your web browser.

 

QuickBooks Online error code (503)

(503)

This error code can be caused by the following situation:

  • This is a general error that usually means that QuickBooks Online is having server issues. The error will go away on its own once QuickBooks Online has resolved the issues they are having. 

To resolve this error code, follow these steps:

  1. If there is another error code, review the resolution for that error code to solve the error.
  2. Give QuickBooks Online time to resolve any server issues or reach out to them directly.

 

QuickBooks Online error code (610)

(610)

This error code can be caused by the following situation:

  • The item was deleted in either QuickBooks Online or Clio. 

To resolve this error code, follow these steps:

  1. Void the bill.
  2. Generate a new bill and re-apply payment.
  3. Wait for the bill to sync to QuickBooks Online.

 

QuickBooks Online error code (620)

(620)

This error code can be caused by any of the following situations:

  • A bill or sales receipt record with this number already exists in QuickBooks Online.
  • This bill or sales receipt in QuickBooks Online exists under a different customer than the customer for the bill in Clio.
  • The existing bill or sales receipt record in QuickBooks Online is a different or unrelated record. 

To resolve this error code, follow these steps:

  1. If the matter or client was modified after the bill was synced to QuickBooks Online, revert the changes.
  2. Change the bill invoice ID to a unique value and then re-sync.
  3. Regenerate the bill to force the re-sync with a new transaction ID.

 

QuickBooks Online error code (2020)

(2020)

This error code can be caused by one of the following situations:

  • QuickBooks Online Error Code (2020): Invalid Line. Required parameter Line is missing in the request: Bills may not have any line items with monetary value.
  • QuickBooks Online Error Code (2020): Invalid DepositToAccountRef. Required parameter DepositToAccountRef is missing in the request: The Undeposited Funds account is not mapped correctly. 

To resolve "QuickBooks Online Error Code (2020): Invalid Line. Required parameter Line is missing in the request," follow these steps:

  1. Include line items to the bill or remove the bill from Clio.

 

To resolve "QuickBooks Online Error Code (2020): Invalid DepositToAccountRef. Required parameter DepositToAccountRef is missing in the request," follow these steps:

  1. Confirm that an Undeposited Funds account exists in the connected QuickBooks Online account.
    • In QuickBooks Online, click the gear icon and select Chart of Accounts
      • Account Type = Other Current Assets
      • Detail Type = Undeposited Funds
      • Name = Undeposited Funds
      • It is not a sub-account
    • Click Save and Close.
  2. In Clio Manage, go to the QuickBooks Online sync settings.
  3. Uncheck Export approved bills and recorded payments.
  4. Click Save sync settings.
  5. Check Export approved bills and recorded payments.
  6. Click Save sync settings again.
  7. Contact Clio's support team for additional steps.

 

QuickBooks Online error code (2050)

(2050)

This error code can be caused by any one of the following situations:

  • QuickBooks Online Error Code (2050) : Invalid ________. String length specified does not match the supported length. Min:0 Max: _____ supported. Supplied length: _____: Data included when creating the contact cannot be pulled over because there are too many characters. For example, a phone number on the contact card with over 21 characters can cause this error code.
  • QuickBooks Online Error Code (2050) : Invalid DocNumber. String length specified does not match the supported length: The bill invoice ID # is too long.
  • QuickBooks Online Error Code (2050): Invalid CustomerMemo. String length specified does not match the supported length: The CustomerMemo field refers to the total length of the matter numbers for each matter on a bill. If the total number of characters in the matter numbers on the bill exceed the 1,000 character limit, it can cause this error code. 

To resolve "QuickBooks Online Error Code (2050) : Invalid ________. String length specified does not match the supported length. Min:0 Max: _____ supported. Supplied length: _____," follow these steps:

  1. Adjust the number of characters in the specified field to be within the allowed amounts.

 

To resolve "QuickBooks Online Error Code (2050) : Invalid DocNumber. String length specified does not match the supported length," follow these steps:

  1. Edit the bill invoice ID # to shorten it.

 

To resolve QuickBooks Online Error Code (2050): Invalid CustomerMemo. String length specified does not match the supported length," follow these steps:

  1. Update your matter numbering scheme to ensure that the length of each matter number is short enough that the combined total equals less than 1,000 characters.

 

QuickBooks Online error code (2200)

(2200)

This error code is caused by the following situation:

  • The reference URL is incorrect. The contact or the bill invoice have information in the web address field that is not in the correct format and requires editing. There could be an address entered in the web address section.

To resolve this error code, follow these steps:

  1. In Clio Manage, edit the web address field in the contact or company's page. 

 

QuickBooks Online error code (2210)

(2210)

This error code is caused by the following situation:

  • The email associated with the client has extraneous information.

To resolve this error code, follow these steps:

  1. In Clio Manage, change the email on the contact card to a valid email address. 

 

QuickBooks Online error code (2220)

(2220)

This error code is caused by the following situation:

  • The currency selected in Clio Manage does not have a valid currency code supported by QuickBooks Online. Some currencies in Clio Manage have multiple variants to suite different business needs and not all variants will be able to sync to QuickBooks Online. These types of currencies normally contain the phrase "English Symbol Notation" in their name.

To resolve this error code, follow these steps:

  1. Use a different currency with a supported three-letter currency code or contact Clio's support team to request an exception for your selected currency. 

 

QuickBooks Online error code (2500)

(2500)

This error code occurs when Clio attempts to sync to a QuickBooks Online record (e.g customer, class, journal entry) that has been deleted in QuickBooks Online. This error code can potentially be caused by any of the following situations:

  • An accountant or bookkeeper purged the firm's QuickBooks Online file, causing all previous charts of accounts, contacts, products, and services to become deactivated.
  • The item referenced was deleted in QuickBooks Online or Clio.
  • The contact may have originally been duplicated in Clio. Then the incorrect contact was deleted in QuickBooks Online, leaving no contact for Clio to sync future updates or items.
  • A class or subclass related to a user in Clio may have been deleted if you are tracking firm users on bills.

 

If an accountant or bookkeeper purged the firm's QuickBooks Online file, follow these steps to resolve the error code:

  1. If your firm's QuickBooks Online file was purged by an accountant or bookkeeper, contact Clio's support team with written permission from your account's primary subscriber sent via email. Clio's support team will disconnect the integration on the Clio side, after which you can reconnect your QuickBooks Online account. 
    • Since purging the QuickBooks Online file deleted all data in QuickBooks Online, disconnecting the integration is required in order to remove the the connection between the old chart of accounts, contacts, bills, transactions, products, and services.

 

If you need to edit and merge contacts in QuickBooks Online, follow these steps to resolve the error code:

  1. In QuickBooks Online, change the remaining contact's name to a unique name.
  2. Click Retry on the QuickBooks Online error for the contact.
  3. In QuickBooks Online, merge the previously existing contact into the newly created contact.
    • You can merge contacts by editing the contact with the Clio ID in QuickBooks Online and copying the name in the Display name as field, and then pasting the copied name into the original contact's Display name as field. When you save the contact, you will be prompted to merge the contacts. Learn more here.

 

If you need to edit a contact in Clio and merge the contact in QuickBooks Online, follow these steps to resolve the error code:

  1. In Clio Manage, change the contact's name. This will create a new contact in QuickBooks Online.
  2. In QuickBooks Online, merge the old contact with the new contact.
    • You can merge contacts by editing the contact with the Clio ID in QuickBooks Online and copying the name in the Display name as field, and then pasting the copied name into the original contact's Display name as field. When you save the contact, you will be prompted to merge the contacts. Learn more here.

 

If a class or subclass related to a user was deleted ("Code (2500): Invalid Reference Id : Klasses element id not found"), follow these steps to resolve the error code:

  1. In QuickBooks Online, recover the inactive classes. If this does not work, contact Clio's support team. 

 

QuickBooks Online error code (3100)

(3100)

This error code is caused by the following situation:

  • QuickBooks Online is inaccessible for Clio because of a service outage in QuickBooks Online.

To resolve this error code, follow these steps:

  1. Since this error is caused by a service outage in QuickBooks Online, wait for QuickBooks Online to be accessible again. 

 

QuickBooks Online error code (5020)

(5020)

This error code is caused by the following situation:

  • Clio data is not mapped to QuickBooks Online products and services.

To resolve this error code, follow these steps:

  1. Disconnect and reconnect the QuickBooks Online sync with the correct QuickBooks Online account. 

 

QuickBooks Online error code (5030)

(5030)

This error code is caused by the following situation:

  • Your QuickBooks Online subscription does not support features being used by Clio. For example, syncing attorney names on bills and hard cost importing are not included in QuickBooks Online Essentials.

To resolve this error code, follow these steps:

  1. Upgrade your QuickBooks Online account. 

 

QuickBooks Online error code (6000)

(6000)

This error code will specify which information it is looking to adjust, such as payment, credit note, or tax, and it will not affect the sync. This error code can potentially be caused by any of the following situations:

  • A transacted was entered as $0.00 for a possible multi-matter bill where payment was entered for one matter but not others. 
  • A contact in QuickBooks Online is inactive.
  • A payment was applied to a bill before the payment or credit note synced to QuickBooks Online.
  • The bill is a different currency from the currency normally used in Clio.
  • There is a bill with a negative balance.

To resolve this error code, follow these steps:

  1. Go into the specific payment, credit note, or tax and enter an amount in the payment field.
  2. Activate the contact within QuickBooks Online.
  3. Either manually create the credit memo in QuickBooks Online or delete the credit note in Clio, wait an hour, and then re-add the note to the bill. 
  4. If you have a bill in Clio that uses a different currency, manually create bills that use alternate currencies in QuickBooks Online.
  5. Confirm that each line of taxation has a tax code. Global companies need a tax code at each line of taxation. Learn more here.
  6. If there is a bill with a negative balance that will not sync to QuickBooks online, change the bill to a positive balance. 

 

QuickBooks Online error code (6070)

(6070)

This error code is caused by the following situation:

  • There is a mismatch in the rounding between Clio and QuickBooks Online. Clio rounds from the third decimal point forward, while QuickBooks Online rounds from a further point, which creates different totals after rounding. 

To resolve this error code, follow these steps:

  1. Change the amount or rates slightly to make bill totals equivalent in both programs.

 

QuickBooks Online error code (6140)

(6140)

This error code will occur when Clio attempts to sync an item (e.g. bill, payment, interest charge, credit note, journal entry, or something else) to QuickBooks Online but that number has already been used elsewhere in QuickBooks Online. It is possible that a duplicate number may not appear to exist in QuickBooks Online but the invoice number is still not accepted by QuickBooks Online.

Numbers in QuickBooks Online are required to be unique for the transaction type. For example, a bill in Clio cannot sync to QuickBooks Online if there is a credit memo in QuickBooks Online with the same number.

The error shown in Clio will give you clues toward what record in QuickBooks Online is conflicting with Clio. For example, here is a breakdown for "Code (6140): Duplicate Document Number Error : You must specify a different number. This number has already been used. DocNumber=1234 is assigned to TxnType=Credit Memo with TxnId=111":

  • DocNumber: This document number is used by Clio and already exists in QuickBooks Online.. This number is causing the error.
  • TxnType: This is the type of record or transaction in QuickBooks Online that has the duplicate DocNumber Clio is trying to use.
  • TxnId: This is an ID number used by QuickBooks Online to identify the record. It can be found in the URL of the record in QuickBooks Online. For example, you can find a bill invoice with the TxnId as 123 at https://app.qbo.intuit.com/app/invoice?txnid=123 and a credit memo with the TxnId as 111 at https://app.qbo.intuit.com/app/creditmemo?txnid=111. To find other TxnId types, open the transaction of the same type in QuickBooks Online and change the txnId in the URL.

  

If bills in Clio are causing the error, try one of the following resolutions:

Option 1: Add a bill prefix in QuickBooks Online settings and then re-sync:

  1. In Clio Manage, go to Settings > Bill Syncing.
  2. Click Configure Settings.
  3. Under Bill prefix, add a prefix.
  4. Click Save Sync Settings.
  5. Go to Settings > Bill Syncing.
  6. Scroll down to find the error code and then click Retry.

Option 2: Edit the bill's number in Clio and then re-sync:

This option is not available if the error is caused by an interest charge in Clio. For interest charge error, follow options 1 or 3.

  1. Learn more here
  2. Go to Settings > Bill Syncing.
  3. Scroll down to find the error code and then click Retry.

Option 3: Edit the bill invoice's number in QuickBooks Online and then re-sync:

  1. Learn more here
  2. Go to Settings > Bill Syncing.
  3. Scroll down to find the error code and then click Retry.

 

If credit memos are causing the error, try the following resolution:

  1. Find the credit memo in QuickBooks Online and change the number in the Credit Memo no field.
  2. Go to Settings > Bill Syncing.
  3. Scroll down to find the error code and then click Retry.

 

If trust transactions are causing the error, try the following resolution:

  1. In QuickBooks Online, do one of the following:
    • Select Settings > Advanced Settings. Disable Warn if duplicate journal number is used.
    • Manually add a new journal entry to your trust account and offsetting transaction to your Trust Liabilities account. Delete the journal entry that was added. 
  2. In Clio Manage, go to Settings > Bill Syncing.
  3. Scroll down to find the error code and then click Retry.
  4. Wait for the next sync cycle to re-sync.

 

QuickBooks Online error code (6190)

(6190)

This error code is caused by the following situation:

  • Clio is attempting to sync with a QuickBooks Online account that is no longer active. 

To resolve this error code, follow these steps:

  1. Sync Clio with an active QuickBooks Online account or reactivate the previous QuickBooks Online account.

 

QuickBooks Online error code (6200/6201/6210)

(6200/6201/6210)

This error code is caused by the following situation:

  • The account is closed to editing on the QuickBooks Online side. This is often done by accountants after they have reconciled a period to prevent further changes from being made to that period. 

To resolve this error code, follow these steps:

  1. Consult your accountant or the individual who closed the account.
  2. Follow the steps here to find Close the books.
  3. Change the date in order for Clio to sync any items before that date.

 

QuickBooks Online error code (6240)

(6240)

This error code is caused by the following situation:

  • Another contact already exists in QuickBooks Online with an identical display name. You will need to merge these contacts within QuickBooks Online. 

If this error code is related to contacts, follow these steps to resolve it:

  1. Merge the contacts. You can merge contacts by editing the contact with the Clio ID in QuickBooks Online and copying the name in the Display name as field, and then pasting the copied name into the original contact's Display name as field. When you save the contact, you will be prompted to merge the contacts. Learn more here.
  2. If the steps above do not work, try to change the invoice ID number in either Clio or QuickBooks Online.
    • See this article to learn how to change the invoice ID number in Clio.
    • See this article to learn how to change the invoice ID number in QuickBooks Online.

 

If this error code is related to users, follow these steps to resolve it:

  1. In Clio, change the user's name.
  2. Go to Settings > Bill Syncing.
  3. Scroll down to find the error code and then click Retry.
  4. In QuickBooks Online, check that a new Class matching that name was created.
  5. Merge the old Class (the user with the unchanged name) with the newly created Class. Learn more here.
  6. In Clio, change the user's name back to the original name.

 

QuickBooks Online error code (6250)

(6250)

This error code is caused by the following situation:

  • A contact in QuickBooks Online with an identical display name was archived. 

To resolve this error code, follow these steps:

  1. Unarchive the customer in QuickBooks Online. Learn more here.

 

QuickBooks Online error code (6470)

(6470)

This error code is caused by the following situation:

  • QuickBooks Online is attempting to calculate tax on Clio bills. 

To resolve this error code, follow these steps:

  1. Remove an account-wide tax code from QuickBooks online to disable the Tax Centre from attempting to calculate tax on bills.

 

QuickBooks Online error code (6480)

(6480)

This error code is caused by the following situation:

  • A firm disconnected a QuickBooks online account from Clio, connected a new account, and then attempted to edit a transaction. 

To resolve this error code, follow these steps:

  1. Manually edit the QuickBooks Online transaction before reconciling to match any changes made in Clio.

 

QuickBooks Online error code (6540)

(6540)

This error code is caused by the following situation:

  • QuickBooks online will not allow Clio to make changes to a synced payment that has already been deposited. A payment edited in Clio will be treated as being deleted and then reapplied with the edits when syncing to QuickBooks Online. Editing a payment that has been deposited will produce the same error. This can result in an additional payment being applied to the bill in QuickBooks Online.

To resolve this error code, follow these steps:

  1. Go into QuickBooks Online and find the original linked payment/transaction that was deposited.
  2. Unlink the transaction/payment by changing or deleting it on QuickBooks Online from the bank account. 
    • The payment should return into the undeposited funds section in QuickBooks Online.
  3. Make necessary modifications in Clio if the payment needs to be reflected in QuickBooks Online.

 

QuickBooks Online error: At least 1 line item is required

At least 1 line item is required

This error code is caused by the following situation:

  • All line items have been removed from the bill. QuickBooks Online requires bill to have at least one line item.

To resolve this error code, follow these steps:

  1. Ignore the error. The bill will not sync to QuickBooks Online. OR
  2. Void the bill and generate a new bill with at least one line item.

 

QuickBooks Online error: Item-based line items

Item-based line items

This error code is caused by the following situation:

  • If a line item is in "Item Details" when the expense is imported to Clio, an error will appear in the Sync Failures table in Settings > Bill Syncing > QuickBooks Online Sync.

To resolve this error code, follow these steps:

  1. Remove the line item from the Item Details section in QuickBooks Online.
  2. Create a new expense and add the line item into the Category Details section to import the expense into Clio.
    • Do not move the same line item that previously existed in the Item Details section into the Category Details section. This will not fix the error.
  3. Wait for the expense to sync to Clio.

 

QuickBooks Online Sync Issue: Failed to import changes to Contact. Unable to update primary email address

Failed to import changes to Contact. Unable to update the primary email address

Other syncs will work as usual, but any change made to the specific contact in QuickBooks Online will not affect the Clio Manage contact until the sync failure is resolved. This error code is caused by any of the following situations:

  • Contacts in Clio Manage using Clio for Clients use their primary email address to log in. This means that two Clio Manage contacts using Clio for Clients cannot have the same primary email address.
  • When a change is made in QuickBooks Online to the contact's email address and these updates cannot be imported into Clio Manage, this sync failure will appear in the Sync Failures table.

To resolve this error code, follow these steps:

  1. In Clio Manage, change the contact's email address. OR
  2. In QuickBooks Online, change the contact's email address to a new email address.

 

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