Troubleshooting Quote Sync

Common issues and solutions for quote sync problems.

Quote Not Syncing

Check sync is enabled

  1. Go to Settings then Sync then Quotes
  2. Verify "Enable Quote Sync" is toggled on
  3. Confirm your settings are saved

Verify sync direction

  • If creating quotes in HubSpot, direction should include "HubSpot to QuickBooks"
  • If creating estimates in QuickBooks, direction should include "QuickBooks to HubSpot"

Check quote status filter

  • View your selected statuses in sync settings
  • Ensure the quote's status matches one of your selected options
  • Example: If only "Accepted" is selected, "Approved" quotes won't sync

Confirm connections are active

  1. Go to Settings then Connections
  2. Both HubSpot and QuickBooks should show "Connected"
  3. If disconnected, reconnect the affected system

SKU Not Found Error

Like invoices, quotes contain line items that must have matching SKUs.

Understanding the error

  • Every line item must have a matching SKU in both systems
  • SKU matching is case-sensitive
  • If any line item fails, the entire quote fails

How to fix

  1. Note the SKU from the error message
  2. Check the source system for the product's exact SKU
  3. Create or update the product in the destination system
  4. Retry the failed sync

Preventing SKU issues

  • Enable product sync to keep catalogs aligned
  • Verify SKUs before creating quotes
  • Use consistent SKU formatting

Customer Not Found

Missing email address

  • Quotes require the customer to have an email address
  • Check the contact associated with the quote
  • Add an email address and retry

Customer matching

  • Customers are matched by email
  • If no match found, a new customer is created
  • Ensure email addresses are valid

Status Not Triggering Sync

Quote status not in filter

  1. Go to Settings then Sync then Quotes
  2. Check which statuses are selected
  3. Add the missing status if needed

Status changed too quickly

If a quote moves through statuses very quickly:

  • Only the final status may trigger a sync
  • This is usually fine as the current data is synced

Void Not Syncing

Check Sync Void Status setting

  1. Go to Settings then Sync then Quotes
  2. Verify "Sync Void Status" is enabled

Quote must have synced first

  • The void sync only works if the quote originally synced
  • If the quote never synced, voiding won't trigger anything

Bidirectional Sync Issues

Conflict resolution

When using bidirectional sync:

  • The most recent update wins
  • Check timestamps if data seems wrong
  • Establish team processes for who updates what

Sync loops

Bidirectional sync has safeguards against loops:

  • Updates from sync don't trigger another sync
  • If you see unexpected behavior, check sync logs

Duplicate Estimate Error

Why this happens

  • The quote may have already synced
  • A manual estimate might exist in QuickBooks

How to resolve

  1. Check QuickBooks for existing estimate
  2. If it exists and is correct, no action needed
  3. If duplicate, delete the extra estimate

Connection Errors

"Unauthorized" or "Token expired"

  1. Go to Settings then Connections
  2. Check connection status
  3. If showing issues, click Reconnect

Viewing Error Details

For any failed quote sync:

  1. Go to Data then Quotes
  2. Find the failed sync (red status badge)
  3. Click to view details
  4. The error message explains what went wrong