📝 Overview
This article consolidates common QuickBooks Online questions and known fixes for DaySmart integrations. FAQs are grouped by topic - setup, syncing, taxes and closing dates, data limits, mapping, imports/exports, and miscellaneous troubleshooting - so you can quickly find answers.
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Email: [email protected]
🔑 Authorizations
Some fixes require QuickBooks Admin access and the ability to change Company Preferences, Integrated Apps, or Payroll & Employees settings.
📚 General QuickBooks Online Questions
Find quick answers about QuickBooks Online basics - supported plans, who can use the add-on, how to connect or disconnect, and which accounts/items DaySmart creates when you integrate.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What is QuickBooks Online and who can use the add-on?
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Click the arrow to view the answer
QuickBooks Online is a cloud based financial management software. It's designed to slash the time you spend managing your business finances, by helping you with tasks such as:
Creating estimates and invoices
Tracking sales and cash flow
Managing your customers and suppliers
Monitoring your tax and making tax return much easier
Understanding your company's performance
Planning ahead and budgeting
The DaySmart add-on is available for Deluxe/Premier Cloud (US only) - not for Desktop, Cloud Basic/Legacy, or international accounts.
How can I add QuickBooks to my subscription?
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The rate plan can be created two ways:
Over the phone - you can call in and purchase this add-on service.
Through the Cloud website - a rate plan will be created when they successfully connect to QuickBooks. You will be able to connect to QuickBooks through the Options page under More Features.
How can I remove QuickBooks from my subscription with DaySmart?
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The add-on service can be canceled two ways:
Over the phone - You can call in to cancel the add-on service.
Through Account Management - You will be able to log into Account Management to cancel this add-on service.
Once canceled, any connections to QuickBooks will be disconnected.
How can I cancel my QuickBooks Online account?
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You can log into the Cloud website and go to the Options page, under More Features there will be a section for QuickBooks Online. From there you will be able to connect to your QuickBooks Account.
⚠️ Please Note:
You will need to use the same Cloud website domain as their product.
For example, if you is a DaySmart Pet user, you will need to use online.daysmartpet.com to connect to QuickBooks. If you use online.daysmartsalon.com to connect but they are a DaySmart Pet user connecting to QuickBooks will not work.
How can I disconnect my QuickBooks Online account?
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The QuickBooks connection can be disconnected three ways:
Canceling the add-on service - once the add-on service has been canceled, any connections to QuickBooks will be disconnected.
Through the Cloud website - you can go QuickBooks Online setting page (Options -> More Features -> QuickBooks Online) and click the Disconnect button on the page.
Through QuickBooks Online - you can log in to their QuickBooks Online account to manage their apps.
⚠️ Please Note:
Disconnecting through the QuickBooks Online or the Cloud website will NOT cancel the add-on service.
Can this work with any QuickBooks account?
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QuickBooks Online offers 4 plans, 3 of which will work with the software. The Simple Start, Plus and Advanced will work with the program, but the Self -Employed version will not. The most basic version that will work, simple start, starts at $35 (Discounts and promotions may apply from Quickbooks).
Will QuickBooks be shown to Cloud Trial users?
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No, it is only available on active Cloud subscriptions.
How do customers connect/disconnect QuickBooks Online?
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Connect in Cloud via More → Settings → Add Ons → QuickBooks Online.
Disconnect via the same page or within QuickBooks Online’s Apps (note: disconnecting does not cancel the add-on; cancel via Account Management or by phone).
Will any items be created in my QuickBooks Online account to support this feature?
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Yes, when you connect your QuickBooks account the following accounts will be created, each item created will have one of the following product prefixes - SI-, PET-, INK-, ORCHID-
Payment Account - is the default payment account that will be used to record payments that are synced over.
Product - will be used to keep track of any products sold (includes returns). Inventory levels are NOT transferred.
Service - will be used to keep track of any service sold (includes returns.
Tip - will be used to keep track of any withheld/settled tips.
Loyalty Points Redeemed - will be used to keep track of any loyalty points redeemed.
Package - will be used to keep track of any packages sold.
Membership - will be used to keep track of any memberships purchased/payments/returns
Discount - will be used to keep track of any discounts given to any item.
Gift Card - will be used to keep track of any gift cards purchased and redeemed.
Client - will be used as the default client on a QuickBooks invoice.
Payment - will be used to set the payment method on an invoice. ( it will show Salon Iris Payment Method or 123Pet Payment Method, etc.)
Tax - will be an overall total of sales tax, it won't be separated if they have more than one sales tax being applied.
What syncs to QuickBooks?
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Tickets that have been closed or closed and then voided will be the only thing that is synced over to QuickBooks. This includes any withheld/settled tips, any tax that has been applied, and the overall payment amount that has been received. The following ticket items will be synced over:
Products and Services - this includes returns and prepaid services.
Any discount that is given.
Loyalty points redeemed - this includes redeeming loyalty points for discounts or a service/product.
Selling Packages.
Memberships that have been purchased, as well as, any membership payments.
Gift cards that have been purchased or redeemed
What does NOT sync?
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This feature will not be syncing over products, services, packages, memberships or client lists. It will also only be able to sync the ticket items from above, for example, if there is a desktop user that converts to Cloud, it is possible that invoice totals from past tickets may be incorrect, this is because not all desktop ticket items are supported in Cloud. One example is that desktop offers Coupons and Cloud does not.
How does it sync data over?
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Syncing data over to QuickBooks can be done a couple different ways:
When you first connect there will be an option to import data. You will be able to import up to a year of past data. It will only import closed tickets.
Note: Importing can only be done one time once you connect.When tickets are closed, it will be synced over to QuickBooks. If a closed ticket (already in QuickBooks) is voided it will also be synced over to QuickBooks.
Can I import past tickets?
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Yes, one time after connecting. Import up to 1 year of closed tickets.
🛠️ Advanced FAQ's
Dive into categorized troubleshooting with step-by-step fixes for setup, integration/COM errors, syncing issues, taxes and closing dates, mapping and list limits, imports, data quality, and networking.
Click the arrow to view more technical frequently asked questions
Click the arrow to view more technical frequently asked questions
🔌 Integrated Apps & COM / Interface Errors
Click the arrow to view integrated app & com/interface error questions
Click the arrow to view integrated app & com/interface error questions
“No Such Interface Supported / Interop.QBFC… E_NOINTERFACE” when syncing.
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Often caused by invalid/special characters or over-length fields in client info.
Shorten any address > 40 chars.
Remove special characters (e.g., long dashes, quotes) from names/descriptions.
Re-sync after corrections.
Exception in OpenConnection: The requested name is valid, but no data of the requested type was found
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In QuickBooks: Edit → Utilities → Integrated Applications and remove stale connections.
Close RDS Server, RDS Client, and QuickBooks. Reopen them and set up RDS again.
“File Not Found” when installing QuickBooks Foundation Files
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Run DaySmart as Administrator and retry.
OR disable UAC and reboot, then install.
If still failing, install from the program folder or vendor download.
QB RDS error … CLSID failed / 0x8007007E
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Install QBXMLRP2Installer.exe (QuickBooks XML Request Processor).
If needed, uninstall/reinstall QuickBooks Foundation files.
🔁 Syncing Tickets, Invoices & Payments
Click the arrow to view syncing tickets, invoices, and payment questions
Click the arrow to view syncing tickets, invoices, and payment questions
Error: “You cannot pay more than the amount due”
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Discounts/products on the ticket don’t reconcile to the subtotal.
Fix by adjusting discounts (e.g., two identical product lines at 50% each instead of one at 100%) or ensure line items sum to the subtotal.
If needed, void and recreate the ticket so totals balance.
Error: “Received Payment … was not correctly applied to any credit memos or invoices”
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The ticket was edited after closing or contains negative/imbalanced lines.
Void & recreate the ticket; add any missing items so totals reconcile (e.g., add a service when only a gift card was redeemed).
🧮 Taxes, Payroll & Closing Dates
Click the arrow to view tax, payroll, and closing date questions
Click the arrow to view tax, payroll, and closing date questions
Error: “You cannot pay more than the amount due”
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In QuickBooks: Edit → Preferences → Payroll & Employees → Company Preferences → Employee Defaults → Taxes → State tab.
Set State Worked default; click OK, then re-import.
Error: “Received Payment … was not correctly applied to any credit memos or invoices”
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In QuickBooks: Edit → Preferences → Accounting → Company Preferences → clear Closing Date or have an Admin remove the closing date password.
Re-sync only if accounting policy allows modifying closed periods.
Error syncing Products: “Invalid date specified”
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Clear Closing Date in Accounting → Company Preferences and retry.
QuickBooks Online taxes missing from invoices
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Ensure the DaySmart ticket has tax.
Disconnect QuickBooks Online sync, delete DaySmart-created invoices in QuickBooks Online, re-enable sync, then Import covering the ticket date range.
🧷 Mapping, Lists & Data Limits
Click the arrow to view mapping, lists, and data limit questions
Click the arrow to view mapping, lists, and data limit questions
Phone length errors (max 21) when syncing
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Locate clients with long phone fields:
select * from tblClients where len(fldHomePhone)>20 or len(fldWorkPhone)>20 or len(fldCellPhone)>20Remove extra notes/special chars; then re-sync.
“Cannot merge list elements” / duplicate items
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In QuickBooks Lists → Item List, align attributes (e.g., Tax Item) so two similar items can merge; then rename one exactly to the other.
Item Inventory maximum reached
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QuickBooks list limit hit (≈ 14,500 items).
Remove/condense unused items before adding more. See QB Help: “Maximum numbers of list items.”
Value cannot be null: Account Mapping missing for payment method
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Payment method is misspelled or missing in DaySmart.
Correct the payment method or add it back, then re-sync.
⬇️ Import/Export & One-Time Backfill
Click the arrow to view import/export and one-time backfill questions
Click the arrow to view import/export and one-time backfill questions
Can I change the default payment deposit account?
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Yes, you can change the default payment account from the QuickBooks Online page on the Cloud website. This can be found on the Options page under More Features. You will be able to choose any accounts that are their QuickBooks account that is marked as a Bank or Current Other Assets.
Can I see what synced and retry failures?
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There will be a sync log page where you will be able to see all tickets that have successfully or failed to sync over to QuickBooks. This page is accessible on the QuickBooks Online page in the Cloud website.
If there are any tickets that failed to sync to Quickbooks, they can be resynced from the synced log page. On the synced logged page there will be an option to sync all failures, by default they will only be able to sync over any failures that have happened in the past 90 days.
QuickBooks Intuit Online Data Grab: what imports into DaySmart?
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Clients, Products, Suppliers, Services, Purchase History (as notes).
Export from QuickBooks Online using each list’s Export to Excel (Customers, Vendors, Products/Services, Transaction Detail by Account).
🧪 Data Quality & Special Characters
Click the arrow to view data quality and special character questions
Click the arrow to view data quality and special character questions
“Unable to locate ticket item …” due to special characters
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Replace long dashes or unusual symbols in product/service names; edit the ticket so the description updates.
Address length & COM errors
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Shorten any address > 40 characters; remove special characters. Re-sync.
Gift certificate amount conversion error (sign must be at beginning)
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Ensure the gift certificate item’s currency discount ≤ retail value.
Delete the related tickets and the gift certificate, then recreate correctly.