Identify why QuickBooks invoices are not being created from Flowsite and how to resolve it.
When Flowsite runs a QuickBooks invoicing flow, you may find that the invoice was not created in QuickBooks, or that the run in Flowsite shows a failed or warning status. This article covers the most common causes and how to fix each one — ordered from most to least frequent.
What's Happening
You signed off a docket in Dashpivot and moved it to the final workflow column, but one of the following occurred:
No invoice appeared in QuickBooks
The Flowsite Runs tab shows a Failed or Warning status
The run completed but the invoice in QuickBooks is missing fields (e.g. no line items, no customer, no amount)
Why This Happens
The most common causes are:
Customer name mismatch — The customer name in Dashpivot does not exactly match the customer name in QuickBooks
Item/product not found — The line item (product or service) referenced in the docket does not exist in QuickBooks, or the name doesn't match exactly
Missing line items — The docket form has no line items filled in
Missing quantity or rate — One or more line items are missing a quantity or rate value
Project not found — The Project field is mapped in the flow but the project doesn't exist in QuickBooks or isn't linked to the correct customer
Required field not mapped — A required field in the flow configuration (e.g. Customer, Product) has not been mapped to a Dashpivot field
Flow is inactive or not saved — The flow was never activated or the latest changes were not saved
QuickBooks connection expired — The QuickBooks OAuth token has expired and needs to be reconnected
Wrong template type — The Dashpivot template is not a workflow template; only workflow templates are supported
Renamed Dashpivot fields — Template fields were renamed after the flow was configured, breaking the field mapping
How to Fix It
Check the error message in the Runs tab in Flowsite first — it will tell you exactly what failed. Then follow the relevant fix below.
1. "Customer could not be found in QuickBooks: [name]"
The customer name in your Dashpivot form must exactly match the customer name in QuickBooks — including spacing, capitalisation, and punctuation. Flowsite does not create customers automatically.
Open the docket in Dashpivot and note the exact customer name entered.
Open QuickBooks and go to Sales → Customers. Confirm the customer exists and check the exact spelling.
Correct the customer name in Dashpivot to match QuickBooks exactly.
Re-sign the form to move it back into the final workflow column and trigger the flow again
2. "Item could not be found in QuickBooks: [item]"
The product or service referenced in the docket line items must already exist in QuickBooks with an exact name match.
Note the item name used in the Dashpivot docket line items.
In QuickBooks go to Settings → Products and Services and confirm the item exists with the same name.
Correct the item name in Dashpivot (or create the item in QuickBooks) so both sides match exactly.
Re-sign the form to trigger the flow again.
3. "No line items to process in the Dashpivot invoice"
The docket was signed off but the line item table was empty.
Open the docket in Dashpivot and ensure the line item table has at least one row filled in with a product, quantity, and rate.
Save and re-sign the form to trigger the flow again.
4. "Some lines have no quantity/rate specified"
This appears as a Warning — the run may still complete but the invoice in QuickBooks will be missing data.
Open the docket in Dashpivot and ensure every line item row has both a quantity and a rate filled in.
Re-sign the form to trigger the flow again.
5. "Project could not be found in QuickBooks: [project name]"
The Project field is mapped in your flow but the project doesn't exist in QuickBooks or isn't associated with the correct customer.
In QuickBooks, confirm the project exists under the correct customer (go to Sales → Customers → [Customer] → Projects).
Ensure the project name in Dashpivot matches the QuickBooks project name exactly.
Re-sign the form to trigger the flow again.
6. "[Field] is not mapped in your flow"
A required field in the flow configuration has not been mapped to a source field in Dashpivot.
In Flowsite, go to the Flows tab and open the affected flow.
Check the General section — ensure Customer is mapped to a Dashpivot field.
Check the Line Items section — ensure at least one table has Product and Quantity mapped.
Click Save and re-sign the form to trigger the flow again.
7. Flow is inactive or not saved
If a flow was recently created or edited and not saved, or if the flow status is set to Paused or Draft, it will not trigger.
In Flowsite go to the Flows tab and check the status of your flow.
If it shows Paused or Draft, click to set it to Active.
Ensure the flow has been saved — click Save in the top right corner if unsaved changes are present.
Re-sign the form to trigger the flow again.
8. QuickBooks connection expired
The QuickBooks OAuth access token expires periodically. If the connection was not automatically refreshed, the flow will fail.
In Flowsite go to the Connections tab.
Find your QuickBooks connection and check its status.
If it shows as disconnected or expired, click Reconnect and complete the QuickBooks authorisation flow again.
Once reconnected, re-sign the form to trigger the flow again.
9. Dashpivot template fields were renamed
If a field name in the Dashpivot template was changed after the flow was set up, the mapping in Flowsite will break and the run will fail.
In Flowsite open the affected flow and review the field mappings in the General and Line Items sections.
If any source fields show as missing or unmapped, re-map them to the correct renamed fields in Dashpivot.
Click Save and re-sign the form to trigger the flow again.
Going forward: avoid renaming Dashpivot template fields once a Flowsite flow has been set up against that template.
If the Issue Continues
If none of the above fixes resolve the issue:
Take a screenshot of the failed run in the Flowsite Runs tab, including the full error message.
Check whether the issue affects all dockets or only specific ones — this helps narrow the root cause.
Reach out to the Sitemate support team with the error message, the flow name, and the affected docket details.