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Expenses Post to QuickBooks Failed" Due to Invalid Reference to QuickBooks Account

This article explains to Webgility Desktop users about the “Expenses Post to QuickBooks Failed Due to Invalid Reference to QuickBooks Account” error that can occur when posting expenses from Webgility Desktop to QuickBooks. The issue typically arises when the deposit settings reference an incorrect or misconfigured bank account. Because of this mismatch, QuickBooks cannot identify the correct account for posting expenses. Updating the bank account reference in the deposit setup resolves the issue and ensures successful expense posting to QuickBooks.

Overview:

When posting expenses to QuickBooks, you may encounter the error: “Expenses posted to QuickBooks failed due to an invalid reference to the QuickBooks account.” This issue typically arises when there is a misconfigured bank account under the deposit settings.

 

Cause of the issue:

This error occurs because QuickBooks cannot match the bank account selected in the system to the correct one in your QuickBooks account. This can happen if the bank account is not set up correctly or if the wrong bank account is selected for deposits.

Steps to resolve:

To resolve this issue, you will need to update the bank account reference in the deposit setup. Follow these steps:

  • Log in to the Webgility application, and navigate to the Connection Menu.

  • Click the Connection Menu “Accounting/POS/ERP” from the dropdown menu.

  • Go to the Sync Settings:

    • In the left-hand menu, go to the Payout option. Click on Setup under the “Adjustment Setup” option.


  • Edit the Deposit Settings
    • Under the Deposit section, you will find the account selected for deposits. If this is incorrect, click on it and select the correct deposit account.
  • Select the Correct Bank Account
    • Choose the correct bank account from the list. This should match the account you wish to use for your expenses and payments.
  • Save Your Changes
    • After selecting the correct bank account, click “Save” to update your settings.

  • Reattempt Posting the Expense
    • Once the correct bank account is selected, try posting the expense to QuickBooks again. The issue should now be resolved.