Undo removes the invoices that one import created in QuickBooks. Use it when you imported the wrong file or the wrong values. It is available for 7 days after the import completes.
Before you start
- You need the Enterprise plan.
- You can undo an import you ran yourself. To undo someone else's import, you need the Owner or Administrator role, or a role with the Import to QuickBooks permission (Roles page, QuickBooks Tools group).
- QuickBooks must be connected. ClientSynq looks up each invoice in QuickBooks before it changes anything.
- If an invoice has a payment or credit applied, remove that in QuickBooks first if you want the invoice removed too.
Steps
- Open QuickBooks Online Import in the sidebar.
- In Recent Imports, find the import. Click Undo under Actions. Hover over Undo to see the date it is available until.
- Review the summary: Undo this import: remove N invoices from QuickBooks, with the Import file, Invoices this import created and Undo available until.
- Click Remove N invoices. Above 50 invoices you must also type the count and tick a statement first. See Confirm a large change.
When it finishes, a message lists how many invoices were deleted, voided, already gone, left in place or failed.
Screenshot to come: QuickBooks Import Tool → Recent Imports table with the Undo actionpublic/help/tools/qbo-import-undo-1.png
What happens to each invoice
ClientSynq finds each invoice in QuickBooks by its invoice number and checks it before doing anything:
| What ClientSynq finds | What it does |
|---|---|
| No payment, credit or link to other transactions | Deletes the invoice. |
| Linked to other transactions, such as an estimate or billable charges | Voids the invoice, so the links stay intact. |
| QuickBooks refuses the delete because the period is closed or the invoice is linked | Voids the invoice instead. |
| A payment or credit is applied, or the balance is below the total | Leaves the invoice alone and lists it for you. |
| More than one invoice in QuickBooks has that number | Leaves them alone. Remove the right one by hand in QuickBooks. |
| The invoice is no longer in QuickBooks | Counts it as already gone. |
If no invoice in the import can be removed, nothing is changed and you see the reasons.
Screenshot to come: QuickBooks Import Tool → Undo this import confirmation dialogpublic/help/tools/qbo-import-undo-2.png
What happens next
- When every invoice is removed, the import's status changes to Cancelled and Actions shows Reversed with the date. The invoice numbers can be imported again.
- When some invoices are left in place or fail, the import stays Completed. The invoices that were removed stay removed. Handle the rest in QuickBooks, or fix what blocked them (for example, remove the payment) and click Undo again within the 7 days. The summary then counts only the invoices from this import that are still in QuickBooks.
- Deleting or voiding in QuickBooks cannot be reversed from ClientSynq.
Good to know
- After 7 days, Actions shows Undo window closed. Undo is no longer available in ClientSynq.
- Undo applies only to imports. Changes made with Batch Modify cannot be undone from ClientSynq.