Troubleshooting Bulk Imports

Common issues and solutions for bulk import problems.

High Failure Rate

Many Items Failing

If a large percentage of items fail:

Check for common patterns:

  1. Go to your import job
  2. Review error messages on failed items
  3. Look for repeated errors

Common causes:

  • Missing products (SKU not found)
  • Customer email issues
  • Connection problems

Solution:

  • Fix the root cause first
  • Then retry failed items
  • Consider pausing and fixing before continuing

All Items Failing

If everything fails:

  1. Check connections (Settings then Connections)
  2. Verify both systems show "Connected"
  3. Reconnect if needed
  4. Start a new import

SKU Not Found Errors

Understanding the Error

Every line item needs a product with matching SKU in QuickBooks.

How to Fix

  1. Note all missing SKUs from error messages
  2. Create products in QuickBooks with exact matching SKUs
  3. Retry failed items

Preventing Future Issues

  • Enable product sync before bulk import
  • Run a full product sync first
  • Verify SKUs match between systems

Customer Email Issues

"Customer email missing"

Cause: HubSpot contact has no email address

Fix:

  1. Find the contact in HubSpot
  2. Add a valid email address
  3. Retry the failed import item

"Invalid email"

Cause: Email format is incorrect

Fix:

  1. Correct the email in HubSpot
  2. Retry the import item

Rate Limiting

"Rate limit exceeded"

Cause: Too many requests sent to HubSpot or QuickBooks

What happens:

  • Processing slows down
  • Some requests may fail temporarily
  • System will automatically retry

Solution:

  • Wait for processing to continue
  • Rate limits usually resolve within minutes
  • Large imports naturally pace themselves

Partial Failures

Some Items Succeed, Others Fail

This is normal - each item is processed independently.

What to do:

  1. Let the import complete
  2. Review all failures
  3. Fix issues
  4. Retry just the failed items

Invoice Synced but Payment Failed

Cause: Invoice exists, but payment couldn't apply

Common reasons:

  • Invoice was voided/deleted in QuickBooks
  • Payment amount exceeds invoice total
  • Connection issue during payment sync

Fix:

  1. Verify invoice exists in QuickBooks
  2. Check payment details are valid
  3. Retry the payment

Import Stuck

Job Shows "Processing" for Too Long

If stuck for more than an hour:

  1. Check connection status
  2. Review recent sync logs for errors
  3. The job may have encountered an issue

What to do:

  • Note where it stopped
  • Contact support if it doesn't resume
  • You can start a new import for remaining items

Progress Not Updating

Possible causes:

  • Background processing
  • Browser needs refresh
  • Actual processing delay

Try:

  1. Refresh the page
  2. Wait a few minutes
  3. Check if items are appearing in Data section

Duplicate Records

Items Already Exist

"Already synced" errors:

  • The record was previously imported
  • This is a safety feature, not an error
  • These items are skipped (not duplicated)

Actual Duplicates in QuickBooks

If duplicates were created:

  1. Identify duplicate invoices in QuickBooks
  2. Delete the extras manually
  3. The original synced version remains

Connection Errors During Import

Connection Lost Mid-Import

What happens:

  • Current item may fail
  • Subsequent items will fail
  • Job shows errors

Recovery:

  1. Reconnect the affected system
  2. Retry failed items
  3. They'll process with fresh connection

Import Taking Too Long

Expected Duration

Items Estimated Time
100 5-10 minutes
500 30-60 minutes
1000+ Several hours

Speed Factors

  • Rate limits from APIs
  • Complexity of records
  • Current system load

If Slower Than Expected

  • Check for high failure rate (failures take longer)
  • Verify connections are stable
  • Large line item counts slow processing

Getting Help

If you've tried these solutions:

  1. Note the job ID
  2. Document error messages
  3. Record how many items succeeded/failed
  4. Contact support with these details