Sync a QuickBooks Online Organisation

This help note will show you how to sync a QuickBooks Online organisation as well as change your sync options.

Mick Devine avatar
Written by Mick Devine
Updated over a week ago

For more info on how Calxa integrates with QuickBooks refer to Calxa and QuickBooks Online.

To add a new QuickBooks organisation refer to Add a QuickBooks Organisation.

To reconnect an existing QuickBooks organisation refer to Reconnect a QuickBooks Organisation.


Sync Now

  1. Navigate to:
    Reports -> Report Tools -> Organisation Sync
    Settings -> Organisation Settings -> Organisation Sync

  2. Identify the Organisation you wish to Sync in the list of Organisations and click SYNC NOW.


Auto-Sync Daily

By default all Organisations will automatically sync daily. See the Auto-Sync Daily help article to amend the scheduled time or disable this automation.

Sync Options

Calxa provides options that can speed up your organisation sync process by excluding selected data such as the business units, budget and years synced.

Business Units to Sync

Customers, Classes and Locations in QuickBooks sync to Calxa as Business Units. See Business Unit Configuration to configure which categories to sync and optionally define combinations to sync intersecting categories, like Locations and Classes.

Budgets & Years to Sync

  1. Navigate to Settings -> Organisation Settings -> General.

  2. Choose an organisation from the Selected Organisation drop-down.

    Selected Organisation

    Refer to the General Settings help note for full details in this menu.

  3. The What do you want to Sync? section provides options related to the sync process.

    1. Include Years
      This determines what years are updated during the sync process.

      1. All Available is used to do a full sync of all available years.

      2. Current & Previous will reduce the sync time by syncing only the current and previous financial year.

      3. Current will reduce the sync time by syncing only the current financial year.

    2. Include QuickBooks Budget
      You can optionally sync your QuickBooks budget into a read only copy in Calxa. Use this option to import your chosen QuickBooks budget and then copy the data to an editable version in Calxa. See Use your Accounting System Budget in Calxa for more details.

      What do you want to Sync?

  4. Set the following options and click SAVE CHANGES


When a Sync process completes a success or failure message is sent to your notifications area. Look for a green bell with a number indicating the number of unread messages. Click on the bell to show the list of notifications.

Notification bell
Notifications message

Error Messages and Remediation

Could not connect to QuickBooks. Please reconnect via Reports -> Report Tools -> Organisation Sync.

If you get this error message please follow the Reconnect a QuickBooks Organisation hep article.

The organisation 'Your company name' could not be accessed at this time. It is either currently syncing or marked inactive.

This error will occur if a 2nd synchronisation process is triggered while the first is still in progress. This error may happen if 2 users attempt to synchronise at the same time or if you have configured multiple workflows that attempt to sync the same organisation at similar times.

Something's gone wrong. Contact our Customer Support team for assistance.

This is a generic error message that indicates you will need to contact the Calxa support team for assistance.

You can raise a support ticket via the Contact Us option in the Help widget shown below, phone or email.

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