Use this workflow when QuickBooks data in GrantLink is out of date, missing, or giving an unexpected grant result. Work through the checks in order. First check the company and connection, then the sync job, the history window, the QuickBooks source, the grant's links, the GrantLink allocation, and finally the report scope.

Fix source errors in QuickBooks: A sync only reads QuickBooks, so correct source errors in QuickBooks and sync again. The few GrantLink workflows that can change QuickBooks need a review and an explicit Apply to QuickBooks step, and they are not a general repair tool. Allocation and link corrections change GrantLink without changing QuickBooks.

Before you start

Collect one example transaction with its QuickBooks company, type, date, document number or QuickBooks ID, amount, and expected grant. Don't share QuickBooks passwords or access tokens.

Also note which of these the problem affects, because each one points to a different cause:

Every record, which suggests a connection or sync failure
One type of record, which suggests a partial sync
One old record that hasn't changed, which suggests the history window
One grant, which suggests links or allocations
One report, which suggests the report scope

1. Confirm the company and connection

Open Settings > QuickBooks > Sync. In the Connection card, check Company, Realm ID, Environment, and Connected on.

If no connection appears, select Connect to QuickBooks in the Connect QuickBooks Online card. If GrantLink shows Reconnect QuickBooks for custom-field access, select Connect to QuickBooks in that notice to approve the access again. Reconnecting doesn't fix source coding or allocations.

Don't disconnect just because one record is missing. Disconnect stops future reads and revokes GrantLink's access, and it doesn't delete copied data or fix the record.

2. Read the current result

The status message at the top can say No sync yet, Syncing right now, Last sync failed, Sync finished with partial errors, or All caught up. Then look at Recent activity, which shows the last 10 sync jobs.

Status	Meaning	Next step
Completed	The job finished with no recorded errors	Continue to the history, source, link, and allocation checks
Partial	Some record types copied and one or more failed	Select Details and find the affected record type
Failed	The job didn't finish	Read the error, then select Retry sync or Sync now when it makes sense
Running or Pending	A job is still running in the background	Wait, and don't start another full sync or verification

In Details, note the record type, message, HTTP status, and whether GrantLink says Can retry, Needs review, or Retry status unknown. A failure in the Projects step alone can make a job partial while the other data copies. Read and Upserted count records, so they aren't dollar amounts or proof that a specific transaction was copied.

3. Choose the smallest refresh

Symptom	Control	Why
A recent record, or an old record edited recently, is out of date	Sync now	Pulls QuickBooks changes since the last sync
Data from first setup or recent history has gaps	Run full sync	Checks the set history window again
An unchanged record is older than the history window	Import complete history, where available	Reads from a first transaction date that you choose
A record type failed in a partial sync	Sync again	Retries recent changes without widening the history

For a full sync, Full-sync history window accepts 30 to 4,000 days, and the default is 365. Select Save before Run full sync, because saving alone doesn't copy anything. In the confirmation dialog, leave Also re-apply allocation rules unchecked when you only want to refresh the copied data. Check it only if your current rules should run on the refreshed records.

Where Import complete history is available, it replaces the history window setting. Choose a first transaction date that is no later than today, and select Import history. If GrantLink asks you to run Sync now first, do that and try again. Repeating Sync now can't recover an unchanged transaction that was never copied.

4. Check the QuickBooks source

Open the transaction in the same QuickBooks company. Look at the relevant line, and not only the header. Confirm the following:

Transaction type, date, amount, and account
Vendor or customer
Customer or sub-customer (job)
Class and Location (department)
Project, where the company uses Projects
Whether the record was deleted, voided, or changed after the last successful sync

Correct the values in QuickBooks, then select Sync now. Don't create a duplicate grant, receipt, or allocation in GrantLink to hide a source error.

5. Check the grant's QuickBooks links

If the transaction appears in GrantLink but has no grant or the wrong grant, open the grant's Details page and review its QuickBooks section. Confirm that Expenses uses the intended records for costs and that Money received uses the intended records for receipts.

Links belong to each grant. They decide how GrantLink matches synced data, and they don't allow any QuickBooks writes. A finished sync can't make up for a missing, overlapping, or wrong Customer, Project, Class, or Location link. Only an organization Admin can change a grant's links.

6. Review GrantLink allocations

After a sync finishes, fully or with partial errors, GrantLink runs your allocation rules. A sync can therefore create or change allocations in GrantLink even though it never changes QuickBooks. A full sync skips the rules only when you leave Also re-apply allocation rules unchecked, and skipping them doesn't undo existing allocations.

Review the transaction in Ledger and on the grant's Transactions > Allocations page. Check the grant, amount or percentage, budget line, status, whether a rule or a person created it, and its history. Correct a grant reporting decision in GrantLink, and correct accounting facts in QuickBooks.

See Allocating Transactions to Grants for the allocation workflow.

7. Check the report scope

If the source, copied data, link, and allocation are all correct, compare the report's grant, funder, reporting period, transaction dates, allocation status, split amounts, and saved version. You may need to create the report again after a correction.

See Why Your Grant Report Doesn't Match QuickBooks for reconciliation guidance.

Symptom guide

Symptom	Most likely cause	Check next
Nothing updates	Connection or failed job	Connection card, status message, newest Recent activity row
One type of data is missing	A record type failed	Details > Sync issues
A recent edit is out of date	The last sync ran before the edit	Sync now, then the source record
One old, unchanged record is missing	History window	Record date compared with the history window or complete history start date
A record has no grant or the wrong grant	QuickBooks link or allocation	The grant's QuickBooks links, then its allocation
An allocation changed after a sync	Allocation rule	The rule, the allocation history, and whether rules ran
Only one report is wrong	Report scope or saved version	Dates, grant, status, split, and whether the report needs to be created again

Confirm the fix

Confirm that the newest Recent activity row has the expected Mode and a new Started time.
Look for Completed, or record and assess every Partial issue that affects your result.
Open the copied transaction in GrantLink and compare it with QuickBooks.
Check the grant link and the allocation again.
Create or run the affected report again and reconcile the amount.

Information for support

Share only what support needs:

GrantLink organization and grant name
QuickBooks company name and realm ID, but never passwords or tokens
The status message, and the newest job's Started, Mode, and Status
Read, Upserted, and Duration, as context only
Any Sync issues record type, message, HTTP status, and retry label
The example transaction's type, date, document number or QuickBooks ID, and amount
The expected Customer, Project, Class, or Location, and the grant link
The history window or complete history start date, and the refresh you tried
The expected allocation and report scope

Don't send passwords, access or refresh tokens, unrelated personal data, or a full ledger export.