QuickBooks Sync Errors

How Syncing Works

CohortGenie syncs with QuickBooks Online automatically every night. You can also trigger a manual sync anytime from the Integrations page. Most syncs complete in under a minute for incremental updates.

When something goes wrong, CohortGenie shows an error status on the Integrations page with a specific message. Here's what the common ones mean and how to fix them.

Common Sync Errors

"Token expired"

What happened: Your QuickBooks authorization has expired. Intuit requires periodic reauthorization for security — this is normal and happens to every connected app eventually.

Fix: Go to Integrations and click Reconnect next to the affected company. You'll go through the QuickBooks sign-in flow again. Once authorized, the sync picks up where it left off. No data is lost.

"Connection lost"

What happened: A network issue interrupted the sync mid-process. This can happen if QuickBooks' servers had a brief outage or if the request timed out.

Fix: Usually resolves on its own during the next nightly sync. If you need the data sooner, click Sync Now on the Integrations page to trigger a manual sync. If it fails again, wait 15 minutes and try once more.

"Rate limit exceeded"

What happened: Too many API requests hit QuickBooks in a short window. This can occur if you triggered several manual syncs back-to-back, or if another app connected to the same QBO company is also making heavy requests.

Fix: Wait 15 minutes. The rate limit resets automatically. Then try a manual sync. Avoid clicking Sync Now repeatedly — one click is enough. If you consistently hit rate limits, check whether other integrations on the same QBO company are running simultaneously.

"Company mismatch"

What happened: During reconnection, you authorized a different QuickBooks company than the one originally connected. This can happen if you manage multiple QBO companies and selected the wrong one in the Intuit login flow.

Fix: Go to Integrations, disconnect the current connection, and reconnect. When the QuickBooks authorization window opens, make sure you select the correct company. Pay close attention if you're signed into multiple QBO accounts — Intuit sometimes defaults to the last company you accessed.

When to Check the Integrations Page

Make it a habit to glance at the Integrations page once a week, especially if you manage multiple client connections. A green indicator means the connection is healthy and the last sync succeeded. Yellow or red means something needs attention.

Still Stuck?

If you've tried the fixes above and the error persists, email hello@cohortgenie.com with your workspace name and the error message you're seeing. Include the affected company name if you're on a Firm workspace with multiple connections. We'll dig into the logs and get it sorted.