If you’ve published invoices from your Inbox but they aren’t syncing to your accounting software, check the items below in order:
Check the publishing status
Check for a publication error
Check your integration status
Check for no apparent errors, such as Re-Sync or an incorrect file path
Once you identify the issue and correct it, unpublish and publish the affected invoices again.
Check the publishing status
Go to your inbox to view the publish icon status
No fill - not sent to publication
Clear grey tick | The grey colour shows that the invoice needs more information before publishing. Make sure you complete all the required fields and then publish.
Hover over the tick to view more details, such as missing supplier, account, category, or VAT codes. |
Clear green tick | The invoice is ready for publication.
If you use auto-publish and it doesn’t trigger, it can be because you don't have enough credits. |
Solid fill - sent to publication / no name underneath
If the publish icon shows a solid fill, this confirms that you sent the invoice for publication.
Once the invoice transfers to your accounting software, the software name shows under the icon.
If you can't see the software name, and the invoice isn't in your accounting software, check the icon colour to identify the cause.
Pale green / blue / teal colour
If the icon changes from dark green to pale green, turquoise, teal, or light blue, the publication has failed.
AutoEntry tries publishing a few times for up to three hours before the synchronisation times out and the colour changes.
This is due to one of:
a publication error
an integration error
Follow the checks below for more details.
Dark Green colour / missing software name
If the icon stays dark green after a delay and there's no software name, this means you selected Re-Sync after publishing. The publication then fails, and you need to unpublish and publish the invoice.
📎NOTE: If you've published the invoice, the icon can show dark green first and then change to pale green if there’s an integration error.
Solid dark green fill and software name
Once the publish icon shows the software name underneath, this normally indicates the synchronisation worked.
📌TIP: If the icon shows dark green and the software name, there's no need to check the integration status or triangle errors.
If the invoice still doesn’t appear in your accounting software, you've published it to the wrong location.
This can happen if the file path is incorrect for sync app users. Follow the file path steps below and then republish the invoices.
Check for the triangle - Publication error
If the invoice didn’t transfer to your accounting software, first check whether there's a triangle error next to the invoice.
Select the triangle symbol, then read the error details.
📎NOTE: A triangle error shows a conflict that prevents publishing, such as missing information or incorrect settings.
Search for the exact error in the Help Centre.
Unpublish the invoice, then make the corrections.
📌TIP: Check the most common publication errors.
Check your integration status
If there are no triangle errors with the invoice, check whether there are any errors with the integration. This applies to all integration types.
Go to the Integration tab and check for any error messages.
For more details, see how to check the integration status.
What to do if the Integration isn’t running or working
If the integration isn’t running, refresh the integration:
Sync app integrations: For example, Sage 50 Accounts or QuickBooks Desktop, make sure your sync app is open. If it's already open, restart the sync app
For other integrations: For example, Sage Accounting, QuickBooks Online, or Xero, see disconnect and reconnect the company's integration
After reconnecting, unpublish and republish the affected invoices again.
No apparent errors
If there's no triangle error and no integration error, the issue falls into one of the scenarios below.
Sync app users: Is the file path correct?
If you use the sync app for your integration, make sure the file path in AutoEntry matches the file path in your accounting software.
This applies to Sage 50 Accounts or QuickBooks Desktop integrations.
If the paths don't match, invoices post to the wrong location, and AutoEntry doesn't show a publication error.
NOTE: If the file path is incorrect, invoices still move to the Archive folder if you use Auto Archive. In that case, archiving doesn't confirm successful publishing.
Check and update the file path
You can check the file path from the Integrate page or from the Sync App in AutoEntry.
Example of file path in Sage 50 Accounts: C:\ProgramData\Sage\Accounts\20XX\Company.000
If the file path is incorrect:
Disconnect and reconnect the company from the Sync App.
Make sure the path matches the path in Sage or QuickBooks.
📌TIP: See how to check the file path.
After you reconnect and updating the file path, unpublish and republish the invoices.
📎NOTE: If the invoice moved to Archive, and the file path was incorrect, move it back to the inbox before publishing. You can only publish from the Inbox, not the Archive.
When you publish the invoice, ignore the message that says the invoice already exists. AutoEntry treats the invoice as already published, but it's in the wrong location.
You selected Re-sync Data by accident
If you select the Re-sync button after publishing an invoice, it prevents the invoice from publishing to your accounting software.
The publication status then fails and changes from dark green to pale green. If you selected Re-Sync by accident, unpublish and republish the invoices.
📎NOTE: The Re-Sync button synchronises data such as contacts from your accounting software into AutoEntry. It doesn't control invoice publishing from AutoEntry into your accounting software.