Autotask PSA: QuickBooks Online: Error:"400 Invalid Reference ID: Categories cannot be used in transactions"

Follow

Issue

When attempting to sync an invoice to QuickBooks Online, you receive the error, "Error creating the QuickBooks invoice for Autotask invoice ID XXX and account XXX. Reason: There was an error. 400 Invalid Reference ID: Categories cannot be used in transactions. The invoice number for Autotask Invoice ID XXX and account XXX was set to 'ERROR' in Autotask."

Environment

  • Autotask PSA
  • QuickBooks Online

Cause

This error typically occurs when an item on the invoice is assigned a category in QuickBooks Online or if the billing item in Autotask PSA matches an existing category in QuickBooks Online.

Resolution

  • The matching billing item in QuickBooks Online cannot be assigned a category.
  • The billing item in Autotask cannot have the same name as a category in QuickBooks Online

If the Billing Item in QuickBooks is assigned a category

 Edit the item from within QuickBooks Online:

1. Navigate to Sales → Products and Services and search for the item.

2. Edit the item and set the Category to none.

service1.pngFigure 1: QuickBooks Category (click to enlarge)

If the name of the Billing Item in Autotask PSA matches the name of a Category in QuickBooks Online

1. Edit the name of the item in Autotask PSA so that it does not match the name of the category in QuickBooks Online.

2. Edit the name of the Category in QuickBooks Online so that it does not match the name of the item in Autotask PSA.

3. Remove all Categories from QuickBooks Online. This step is optional but recommended.

To edit categories in QuickBooks Online, go to Sales →  Products and Services → More → Manage Categories.

service2.pngFigure 2: Products and Services (click to enlarge)


Was this article helpful?

0 out of 0 found this helpful

You must sign in before voting on this article.

Want to talk about it? Have a feature request?

Head on over to our Datto Community Forum or the Datto Community Online.

For more Business Management resources, see the Datto RMM Online Help and the Autotask PSA Online Help .

Still have questions? Get live help.

Datto Homepage