Troubleshooting Sync
When syncs or exports don't go as expected, this guide covers the most common issues and how to resolve them.
Connection Issues
"Connection expired" or prompted to reconnect
Your QBO access token has expired and couldn't be refreshed automatically. This can happen if you revoked Partsemble's access from your Intuit account, if the refresh token expired due to extended inactivity, or if QBO had a service interruption during refresh.
Fix: Go to Settings → Integrations and click Reconnect. You'll go through the OAuth flow again. Your existing data and configuration are preserved — only the tokens are updated.
Connection shows wrong company
If you have multiple QBO companies and connected the wrong one, disconnect the current connection and reconnect while signed into the correct QBO company. Make sure you're logged into the right Intuit account before authorizing.
Item Sync Issues
Sync shows 0 items created
Check your item type filters in Settings → Integrations. If you're filtering to only "Inventory" items but your QBO products are set up as "Non-Inventory" or "Service" types, they'll be skipped. Adjust the sync item type filters to include the types you use.
Items synced but not showing as products
Synced items appear in the accounting items list, not directly as Partsemble products. You need to import them — select the items and click Import to create Partsemble products linked to the accounting items. See Syncing Items.
"Sync lock" error
A sync or build is already in progress. The lock prevents concurrent operations that could cause data conflicts. Wait for the current operation to finish and try again. If you believe the lock is stuck (e.g., after a server error), it automatically expires after 5 minutes.
Export Issues
"Product not linked to accounting item"
One or more products in the build or receipt don't have an associated accounting item with a valid external ID. This happens when products were created manually in Partsemble without importing from your accounting system.
Fix: Go to the product's detail page and link it to an accounting item, or re-import the matching item from your accounting system.
"Account not configured"
The required export account hasn't been set up. Which account you need depends on your inventory mode and the type of export.
In Sync mode: Configure the COGS account (for builds), receiving account (for receipts), or waste account (for QA waste exports) in Settings → Integrations.
In Partsemble-only mode: Configure the GL debit and credit account pairs for builds and/or receipts.
"Inventory adjustment account must be different than the inventory asset account"
This QBO-specific error means the receiving or COGS account you selected is the same account that QBO uses as the inventory asset account for one of the items. QBO requires the offset account to be different from the asset account.
Fix: Choose a different account for the receiving or COGS configuration. See Choosing a Receiving Account for guidance.
Export shows "Failed" status
The export was attempted but QBO rejected it. The error message on the build or receipt detail page shows the specific reason. Common causes include invalid account references (account deleted in QBO), items deactivated in QBO since last sync, or QBO rate limiting.
Fix: Address the underlying issue (re-sync items, update account configuration), then retry the export.
Sales Sync Issues
Sales sync shows errors for specific invoices
If an invoice references a product that isn't linked to a Partsemble finished good, that sale line is skipped. The sync continues with remaining sales and reports the error. Link the missing product and sync again to pick up the failed sale.
Sales synced but margins show $0 cost
The finished good doesn't have any lot-tracked inventory. Without lots, there's no FIFO cost to calculate. If there's a stock shortage, costs fall back to the product's weighted average cost — but if that's also zero (no cost data), the cost shows as $0.
Fix: Ensure production builds are recorded (which create finished good lots) before syncing sales, or verify that product costs are populated.
General Tips
Check the sync log. Every API call to your accounting system is logged. If you're experiencing unexpected behavior, the sync log in the admin panel can show exactly what was sent and what was returned.
Re-sync items before retrying exports. If item data is stale (items renamed, accounts changed in QBO), run an item sync first to update Partsemble's local copy, then retry the export.
One thing at a time. The sync lock ensures only one sync or build runs at a time. If you see lock errors, wait for the current operation to complete rather than trying to force through.