If an invoice number conflicts with a record in your accounting system, the issue is usually caused by overlapping numbering between BuildOps and that system. In QuickBooks, duplicate document numbers block the sync until the conflict is resolved.
What to know about invoice numbers in BuildOps
BuildOps recommends setting your invoice numbering sequence carefully during implementation so it does not overlap with the numbering already used in QuickBooks.
If a conflict happens after an invoice has already been created, the published resolution path is to either correct the duplicate record in QuickBooks or void and recreate the invoice in BuildOps so a new number is assigned.
How to resolve an invoice number conflict
1. Check whether the number already exists in QuickBooks
Search QuickBooks for the invoice number that failed to sync. If the same reference number already exists there, that existing record is what is causing the conflict.
2. Update the duplicate record in QuickBooks if it can be edited
If the record in QuickBooks is editable, update it to use a different reference number so the BuildOps invoice number is unique again.
3. Void and recreate the invoice in BuildOps if needed
If you cannot change the existing record in QuickBooks, or if you need the BuildOps invoice to receive a different number, void the invoice in BuildOps and recreate it. The recreated invoice will use a new number and can then be exported again.
4. Review your numbering setup for future invoices
If this happens more than once, review your numbering setup so BuildOps and QuickBooks are not drawing from overlapping number ranges. BuildOps specifically recommends aligning the invoice numbering sequence during implementation to avoid future conflicts.
To reset your invoice number counter, please reach out to BuildOps Customer Support.
Best practices to prevent future conflicts
Keep invoice numbers unique across both BuildOps and QuickBooks.
Review numbering ranges regularly so the two systems do not overlap.
Make sure your team follows one clear numbering convention when invoices may exist in more than one system.
FAQ
Q: Can I change an invoice number directly in BuildOps?
No. We advise that you void and recreate the invoice so a new number is assigned.
Q: What is the best way to avoid this issue going forward?
Set your BuildOps invoice numbering so it does not overlap with your Accounting integration, and review both systems regularly if your team creates invoices in more than one place.