QuickBooks Spreadsheet Sync Issue: Fixes, FAQs and More

Spreadsheet Sync, a feature of QuickBooks Online Advanced & Accountant that allows you to integrate Excel or Google Sheets with QBO seamlessly. This way, you can export or import your manually entered data from the sheets into the software to perform bulk actions, such as custom reporting, bulk changes or edits, data updates, and consolidations.

When performing the sync, it is common to face the general QuickBooks Spreadsheet Sync issues or errors. Often, connectivity issues, incorrect data format, and/or incorrect login credentials are the primary reasons this happens. Depending on the issue you encounter, you will need to follow the appropriate troubleshooting steps outlined below.

Possible Causes of Spreadsheet Sync Issues in QBO

Here’s why your bulk data updates and deeper financial insights may be hampered when using the QuickBooks Spreadsheet Sync Manager:

• Not an admin or standard (all-access) user in QBO Advanced
• Using incorrect login credentials
• Spreadsheet Sync not installed or not accessed correctly
• Invalid text entries not matching dropdown options
• Incorrect date format
• Decimal format errors
• Required fields left blank (e.g., quantity)
• Using a non-posting template
• Pasting values incorrectly or altering formulas
• Deleting or modifying starred (★) columns
• Data not validated through Manage Records
• Dropdown lists not updated in QBO Advanced
• Large dataset downloads triggering OLE action error
• Multiple users working on the same company data
• Data overwritten by pulling into the wrong sheet
• No previously saved version available to restore

How to Prevent QuickBooks Spreadsheet Sync Issue

To prevent QuickBooks Spreadsheet Sync issues, make sure to

• Use correct templates
• Match the data format such as date, decimals, drop-downs
• Copy paste only the format not formulas
• Keep the structure as it is
• Keep QBO/Excel updated
• Use Chrome as your default browser

Let’s Resolve Common Errors Issues Using Spreadsheet Sync

Despite taking all precautions to avoid common issues, you may still encounter problems syncing QuickBooks Online Spreadsheet Sync with Excel or Google Sheets. You may experience general issues during setup, data import, or other stages of the process.

Explore the scenarios where you might get stuck, and follow the steps below to ensure a smooth sync of QuickBooks Spreadsheet Sync Manager with Excel or Google Sheets.

1. Setting up and signing into Spreadsheet Sync

I can’t access Spreadsheet Sync from QuickBooks Online Advanced. How do I find it?

Note: Only the primary and company admins, as well as standard (all access) users, of QuickBooks Online Advanced can access and manage Spreadsheet Sync.

• Click on the Settings icon.
  • Choose Spreadsheet Sync from the drop-down menu.
• Select Reports from the side navigation panel.
  • In the upper right, select the caret ^ next to Create new report, then choose in spreadsheet.
  • Open Spreadsheet Sync.
• Go to the Tasks, choose the Active tasks tab then Setup Spreadsheet Sync.
• Go to the Reports tab, choose the Standard tab for reporting and then Work faster with QuickBooks Sync.
• Now, select the Multi-company reports from the Reports tab and then Multi-company report with QuickBooks Sync.

To open Spreadsheet Sync in Excel for Office 365, choose the Insert tab on the ribbon, navigate to My Add-ins, pick Admin Managed, and finally click Spreadsheet Sync.

Spreadsheet Sync won’t load in Excel if your computer’s embedded browser is Internet Explorer 11, as it is discontinued.

Note: If you have installed the Spreadsheet Sync, access it through the Settings in QuickBooks Online Advanced or from the Spreadsheet Sync tab on the navigation ribbon in Excel.

I’m trying to install and use Spreadsheet Sync, but I’m not able to. What do I do?

Only admins of QuickBooks Online Advanced can first access Spreadsheet Sync. Admins can navigate to Company Settings in the Spreadsheet Sync toolbar to add users.

My accountant manages my books, can they use Spreadsheet Sync?

If your accountant has admin privileges in your QuickBooks Online Advanced account, they will be able to access and use Spreadsheet Sync.

What login am I supposed to use?

Log in to Spreadsheet Sync using your QuickBooks Online Advanced admin credentials.

2. Refresh existing reports/templates

How do I change the filters used for refreshing my sheet in Current Sheet (Quick)?

In the toolbar, select Refresh and choose Current Sheet to select new data filters.

How do I refresh a pivot table I created from a report template? When I refresh the report sheet, the sheet containing the pivot table doesn’t update.

Right-click on a cell and select Refresh to refresh a pivot table.

3. Posting data to QuickBooks Online from Spreadsheet Sync

When trying to post data to QuickBooks Online in the transaction template, for example, invoices and bills, or purchase & sales receipts, you may see errors if the data doesn’t match the criteria validated.

• Criteria are validated if manually added to QuickBooks Online or uploaded via a Spreadsheet Sync list template, such as Accounts or Inventory Items.
  • Select Manage Records in the toolbar to see the list templates, then Records to create or edit.

Common posting errors

If you enter data incorrectly into a transaction or posting template, Spreadsheet Sync will display an error message. Some specific error messages explain how to fix the data. If the error message isn’t specific, check the inputs against this list:

• Make sure to use a Spreadsheet Sync posting template. Look for them under Manage Records > Records to create or edit.
• Text errors: Ensure the data matches one of the choices in the column drop-down menus.
• Date errors: Dates should be formatted correctly according to the template settings.
• Decimal errors: Verify and ensure any numeric entries include only one decimal point.
• Pasting errors: It is recommended to always copy and paste entries as values. Avoid altering or substituting your own formulas for the template’s formulas.
• “Quantity cannot be left empty” error: Make sure to enter a value for each data cell.
• “Oops, something went wrong while generating the Excel spreadsheet”:
  • Add new rows at the bottom of your template and not at the top.
  • You can add columns to the right of your spreadsheet and to the left.
  • Avoid deleting or moving any columns marked with a star ★.
• “This value doesn’t match the data validation requirements defined for this cell”: We recommend you entering the only validated data into a transaction template.
  • Use list templates to auto-upload to your QuickBooks Online account and validate data. i. Access list templates by selecting Manage Records in the toolbar, then Records to create or edit.
  • You can also expand a drop-down list by adding an entry to a field within QuickBooks Online Advanced.

4. Pulling (downloading) data from QuickBooks Online into Spreadsheet Sync

OLE action error: This is an Excel message that usually occurs when pulling or simply downloading data from QuickBooks Online Advanced into Spreadsheet Sync. Here are the reasons why this happens:

• Trying to download a large data table or report. For example, downloading several thousand journal entries may trigger the error message.
• A weak or slow internet connection. This is usually triggered when you download a small amount of data.

This isn’t an error message but a warning from Excel that the download request is taking longer than 90 seconds to process. Click OK/Proceed if it takes more than 90 seconds,, and either select OK/Proceed again just after or ignore the message until the download finishes. Make sure not to cancel the download.

5. Editing data in Spreadsheet Sync

I was working in Spreadsheet Sync and accidentally pulled data into my current sheet rather than a new sheet. How can I get the original data back?

In case you already have the previous version of the Excel sheet, you can retrieve the data you were editing by opening the already saved version. If you do not have previously saved data, there is no option other than to start over.

Both my colleague and I need to use Spreadsheet Sync at the same time to work on data. Why isn’t it letting us?

Spreadsheet Sync allows multiple users to log in simultaneously using their individual logins, even while working with different company data. Two or more users who are working with the same company data won’t be able to update reports or post data to your QuickBooks Online Advanced.

My colleague made changes to a sheet in Spreadsheet Sync but I’m not seeing them. Is there an audit log I can use to find them?

To view an audit log in QuickBooks Online Advanced, go to Settings and choose Audit log.

Common QBO Spreadsheet Sync Errors with Solutions

Facing the QuickBooks Spreadsheet Sync issue when signing in/ importing or exporting data, or in other instances, is way more common than encountering an error. The above section will help you with common issues. However, if you see an error code/message, following the steps below will help resolve the error promptly.

Understand when you see the error and proceed with the steps accordingly:

1. Posting data to QuickBooks Online

Errors can occur when recording transactions (such as invoices, bills, or receipts) if the entered information doesn’t meet QuickBooks’ validation requirements.

Common posting errors

• Invalid text entries: Ensure the data matches the options in the dropdown menu.
• Incorrect date format: Use the format specified by the template settings.
• Decimal errors: Enter numbers with only one decimal place.
• Pasting errors: When copying, paste as values and avoid changing formulas.
• Missing quantities: Make sure all required fields have values.

Specific error messages and fixes

Error: “Oops, something went wrong while generating the Excel spreadsheet”

• Add new rows at the bottom, not the top.
• Only insert columns to the right, not the left.
• Avoid deleting or moving starred (★) columns.

Error: “This value doesn’t match data validation requirements”

• Only enter the validated data.
• To upload and validate data before syncing use Manage Records.
• Add the entries QuickBooks Online Advanced to expand drop-down lists.

2. Downloading data from QuickBooks Online

OLE action error in Excel

This message appears when downloading large datasets or when the internet connection is slow.

• If the download takes longer than 90 seconds, click OK/Proceed and wait until it finishes.
• Do not resume or cancel the download.

3. Editing data in Spreadsheet Sync

I accidentally pulled data into my current sheet instead of a new one. How can I recover my original data?

• Open the Excel file but of the previously saved version. If it’s unavailable, you must start over.

Can multiple users work in Spreadsheet Sync simultaneously?

• Yes, but make sure they have different logins and are not working with the same company data.
• Multiple users may fail to update reports or post the data to QuickBooks Online Advanced at the simultaneously when working with the same company data.

Can I track changes made by my colleague in Spreadsheet Sync?

• Yes! Let’s view the Audit Log in QuickBooks Online Advanced:
  • Navigate to Settings.
  • Choose Audit log to track changes.

Conclusion

Common QuickBooks spreadsheet sync issues make it challenging to integrate Excel or Google Sheets with QBO, which may require manually entering all the data or using a workaround. Ensure an active internet connection, and you have all the admin rights and other considerations to avoid such hampers.

If you still get stuck or have further queries, we recommend you consult QuickBooks Online support at 1(866)500-0076.

Frequently Asked Questions

What is QuickBooks spreadsheet Sync?

QuickBooks Spreadsheet Sync is a QuickBooks Online Advanced & Accountant feature that lets you securely connect to Excel or Google Sheets for data import or export. This way, you can avoid unnecessary manual effort, update all the data in one go, make bulk edits if required, and more.

What does Spreadsheet Sync cost?

Spreadsheet Sync is an in-built feature of QuickBooks Online Advanced and Accountant, so you don’t need to pay for it separately. If you don’t have either the QBO Advanced or Accountant subscription, you will need to pay $137.50 for Advanced or ~$38-$275/month for Accountant.

How can I access Spreadsheet Sync?

To access Spreadsheet Sync, you first install the add-in for Excel (or Google Sheets), then open it from the Excel ribbon, click ‘Get started‘ or ‘Sign in‘, and log in with your QuickBooks Online Advanced/Accountant credentials to connect your company data and run reports or edit records.

What if QuickBooks Sync Manager is not set up to sync?

If QuickBooks Sync Manager is not set up to sync, you will need to manually enter the data in Excel for exporting to QBO or importing from QBO. This may lead to discrepancies or general data entry issues.

How to fix QuickBooks not linking to Microsoft Excel to allow export to Excel?

To fix QuickBooks not linking to Excel for export, ensure both apps are updated, compatible (desktop Excel needed), and restart everything; if issues persist, try repairing Office, toggling Windows UAC settings, or even reinstalling QuickBooks after Office is installed.

Who do I contact for help with Spreadsheet Sync?

To get help with Spreadsheet Sync, you must get help from QuickBooks Online experts. Either visit Intuit’s Help page and leave your query or connect with us at 1(866)500-0076 to get instant help from QuickBooks ProAdvisors.