Skip to content
  • There are no suggestions because the search field is empty.

Troubleshooting the QuickBooks Integration Module

This article helps you troubleshoot common issues with the QuickBooks Integration Module (QIM) in FlightLogger.

QIM connects FlightLogger with QuickBooks so you can create invoice drafts from FlightLogger activities and send them to QuickBooks. If something does not work as expected, the issue is often related to the QuickBooks connection, invoice draft data, customer matching, billing item matching, invoice numbers, or QuickBooks settings.

Before troubleshooting, make sure that:

  • The QuickBooks Integration Module is active on your FlightLogger account
  • Your FlightLogger user has access to the QuickBooks invoice area
  • FlightLogger is connected to QuickBooks
  • The relevant activity has been logged in FlightLogger
  • The relevant customer and billing items exist in QuickBooks

You can access QuickBooks invoices in FlightLogger from:

Reports -> QuickBooks invoices

You can access the QuickBooks integration settings from:

Administration -> Account settings -> QuickBooks Integration Module

The QuickBooks connection needs to be reconnected

If the connection between FlightLogger and QuickBooks expires or is no longer valid, you may need to reconnect the integration.

What to do

  1. Go to Administration -> Account settings.
  2. Open QuickBooks Integration Module.
  3. Click the option to reconnect or reintegrate with QuickBooks.
  4. Log in to QuickBooks and allow FlightLogger access.
  5. Return to FlightLogger and try again.

If you are still unable to reconnect, contact FlightLogger Support.

No activities are shown under Create Draft

If the Create Draft section is empty, it usually means that FlightLogger does not currently find any activities that are ready to be turned into QuickBooks invoice drafts.

What to check

  • Has the activity been logged in FlightLogger?
  • Is the activity within the selected date range?
  • Has a draft already been created for the activity?
  • Has the activity already been sent to QuickBooks?
  • Are you viewing the correct FlightLogger account?
  • Do you have the correct QuickBooks invoice permissions?

What to do

  1. Check the selected date range.
  2. Confirm that the activity has been completed/logged.
  3. Check Show Drafts to see whether a draft already exists.
  4. Check Invoiced to see whether the invoice has already been sent to QuickBooks.
  5. Refresh the page and try again.

If the activity still does not appear, contact FlightLogger Support with the activity details and a screenshot of the QuickBooks invoices page.

The wrong QuickBooks customer is suggested

FlightLogger suggests a QuickBooks customer based on the information available from the logged activity and the customers synced from QuickBooks.

If the wrong customer is suggested, you can manually select the correct customer before creating or sending the invoice draft.

What to check

  • Does the correct customer exist in QuickBooks?
  • Is the customer active in QuickBooks?
  • Is the customer name written consistently in QuickBooks?
  • Are there duplicate or very similar customer names in QuickBooks?

What to do

  1. Open the invoice draft in FlightLogger.
  2. Select the correct QuickBooks customer.
  3. Review the billing email and billing address.
  4. Continue creating or sending the draft.

The billing email and billing address are taken from QuickBooks. If they are incorrect, update them in QuickBooks.

The wrong QuickBooks billing item is suggested

FlightLogger suggests QuickBooks billing items by comparing the logged activity with your QuickBooks billing item names.

If the wrong billing item is suggested, you can manually select the correct item before creating or sending the invoice draft.

What to check

  • Does the correct billing item exist in QuickBooks?
  • Is the billing item active in QuickBooks?
  • Is the item name specific enough?
  • Are there several items with very similar names?
  • Does the item name include relevant terms such as aircraft callsign, instructor name, program name, fuel, rental, briefing, training, or flight instruction?

What to do

  1. Open the invoice draft in FlightLogger.
  2. Click the QuickBooks item field.
  3. Select the correct billing item.
  4. Review quantity and unit price.
  5. Continue creating or sending the draft.

If the wrong item is suggested often, review your QuickBooks billing item names. More specific names usually improve the suggested matches.

For more information, see:
Getting the best mapping of FlightLogger activities with QuickBooks billing items

Quantity or unit price is incorrect

Quantity and unit price are suggested based on the logged activity and the QuickBooks billing item.

What to do

Before creating or sending the invoice draft:

  1. Open the draft.
  2. Review each invoice line.
  3. Adjust quantity if needed.
  4. Adjust unit price if needed.
  5. Confirm the total before sending the invoice to QuickBooks.

Always review invoice drafts before sending them to QuickBooks.

The billing email or billing address is incorrect

The billing email and billing address are taken from the selected QuickBooks customer.

They cannot be edited directly in FlightLogger.

What to do

  1. Check that the correct QuickBooks customer is selected.
  2. If the customer is correct, update the billing email or billing address in QuickBooks.
  3. Return to FlightLogger and create or update the draft again.

“Unable to send to QuickBooks”

If you see an error when sending an invoice to QuickBooks, it usually means that QuickBooks rejected the invoice or that FlightLogger could not complete the request.

Common causes

  • The QuickBooks connection needs to be reconnected
  • The selected QuickBooks customer is missing or invalid
  • One or more billing items are missing or invalid
  • QuickBooks rejected the invoice number
  • QuickBooks tax settings require attention
  • A required invoice field is missing
  • QuickBooks is temporarily unavailable

What to do

  1. Open the invoice draft.
  2. Check that the correct QuickBooks customer is selected.
  3. Check that all invoice lines have valid QuickBooks billing items.
  4. Check quantity, unit price, tax, and total.
  5. Confirm that FlightLogger is still connected to QuickBooks.
  6. Try sending the invoice again.

If the issue continues, contact FlightLogger Support and include:

  • A screenshot of the error message
  • The activity or invoice draft you are trying to send
  • The QuickBooks customer selected
  • The approximate time the error occurred

Duplicate document number error

QuickBooks may reject an invoice if the invoice number has already been used.

This can happen if QuickBooks is configured to use custom transaction numbers or if invoice numbers have been manually changed.

What to do

  1. Check whether the invoice number already exists in QuickBooks.
  2. Review your QuickBooks invoice number settings.
  3. Make sure the invoice number is unique.
  4. Try sending the invoice again.

We recommend leaving Custom transaction numbers turned off in QuickBooks.

When Custom transaction numbers are turned off, QuickBooks can automatically generate invoice numbers. If this setting is turned on, FlightLogger may not be able to handle generated invoice numbers automatically in the same way, and your organization may need to manage invoice numbers manually between FlightLogger and QuickBooks.

The invoice was sent, but I cannot find it in QuickBooks

If an invoice appears as sent in FlightLogger but you cannot find it in QuickBooks, start by checking the invoice link in FlightLogger.

What to check

  • Open the invoice from the Invoiced section in FlightLogger.
  • Click the invoice link, if available.
  • Confirm that you are logged in to the correct QuickBooks company.
  • Check whether the invoice date or customer filter in QuickBooks is hiding the invoice.
  • Search for the invoice number or customer name in QuickBooks.

If you still cannot find the invoice, contact FlightLogger Support.

The invoice total, tax, or balance looks different after sending to QuickBooks

QuickBooks may calculate tax, totals, and balance based on your QuickBooks settings.

This means that the final invoice details returned from QuickBooks may depend on your QuickBooks tax setup, customer settings, item settings, and invoice configuration.

What to check

  • Are tax settings configured correctly in QuickBooks?
  • Is the correct QuickBooks customer selected?
  • Are the correct QuickBooks billing items selected?
  • Are quantity and unit price correct?
  • Has the invoice been edited in QuickBooks after it was sent from FlightLogger?

If the amount still looks incorrect, review the invoice directly in QuickBooks.

A draft cannot be edited as expected

Drafts can normally be reviewed and edited before they are sent to QuickBooks.

Once an invoice has been sent to QuickBooks, further accounting-specific changes should usually be handled in QuickBooks.

What to do

  • If the invoice is still a draft, open it from Show Drafts and edit it before sending.
  • If the invoice has already been sent to QuickBooks, open the invoice in QuickBooks and make the required changes there.

I need to remove or disconnect the QuickBooks integration

If your organization no longer wants to use the QuickBooks integration, contact FlightLogger Support if the module should be removed from your account or subscription.

If you only need to disconnect the current QuickBooks connection, go to:

Administration -> Account settings -> QuickBooks Integration Module

From here, you can manage the QuickBooks connection.

Related articles

Please reach out to our support team if you have any questions. Simply click here or send an email to support@flightlogger.net, and we will get back to you.