QuickBooks Connection and Sync Troubleshooting

Use this process when QuickBooks data looks stale, incomplete, or different from what you expect in GrantLink.

Check the connection

1. Open Settings > QuickBooks Sync.
2. Confirm the connection is active.
3. Confirm the company name and realm ID match the QuickBooks company you expect.
4. Check the latest sync status, object counts, and any error message.

Refresh data

Run Sync now for normal updates. If support asks you to refresh a wider history window, use the available full-sync controls on the same page.

Check mapping

If the data synced but does not appear on the right grant, open Settings > QuickBooks Mapping and confirm how grants are tracked: Customer, sub-customer/job, Project, Class, or app-only tracking.

For imported grants, open Grants > Import from QuickBooks and use the candidate preview to confirm matched QBO activity before creating or linking a grant.

Common causes

• The transaction was entered after the last successful sync.
• The transaction is outside the sync history window.
• The grant is linked to the wrong QBO entity.
• The QBO field used for grants is empty on the transaction.
• The organization is configured for one mapping pattern, but QuickBooks is using another.
• The QuickBooks token expired or the app was disconnected.

When contacting support, include the grant name, QBO company, transaction date, vendor, amount, QBO tag, and latest sync result.