QuickBooks FAQ

This FAQ addresses common questions about integrating QuickBooks with Galvix for real-time sales tax compliance and other related topics. Whether you’re setting up the integration, troubleshooting tax issues, or verifying sync behavior, we've got you covered.


FAQs answered in this Guide -



If I add a new invoice, product, or customer in QuickBooks, when does it sync to Galvix?

Galvix syncs your QuickBooks data in real time. New invoices, products, and customers are typically reflected in Galvix within a few seconds of being created or updated. If you don’t see the update right away, try refreshing the Galvix dashboard or check Settings → Integrations. In case of an error, review this section in this Guide or reach out to Galvix support.


Does Galvix import all historical transactions from QuickBooks? How long does syncing take?

Yes, Galvix imports all past invoices and credit memos from your QuickBooks account by default. The initial sync may take anywhere from a few minutes to several hours, depending on the data volume.


What happens if I edit an invoice in QuickBooks?

When you edit an invoice in QuickBooks:

  • Galvix will automatically recalculate taxes based on the updated details.
  • Just like with a new invoice, save it as a draft and wait about a minute for Galvix to update the tax calculation.

You can refer this guide for detailed steps.


In Galvix:

  • The original transaction will reflect the updated information.

If the invoice was part of a filed return, Galvix will:

    1. Create a refund transaction to reverse the original sale and tax
    2. Create a new sale transaction with the updated invoice details

This ensures your return filings remain accurate and audit-ready.


What types of QuickBooks transactions does Galvix support?

Galvix syncs and processes the following:

  • Invoices (mapped as Sales in Galvix)
  • Credit Memos (mapped as Refunds in Galvix)

Any other types of transactions, such as quotes, purchase orders, and draft transactions, are ignored and not synced, as they are not relevant for sales tax returns.


How does Galvix determine the address for tax calculations?

Galvix uses the shipping address on the transaction to determine the correct tax jurisdiction.

  • If the shipping address is missing, it picks the billing address from the transaction.
  • If both fields are blank, Galvix cannot calculate tax, and the transaction will be excluded from return filings.

Always ensure at least one address is populated to enable accurate tax calculation.


When creating an invoice in QuickBooks, the address fields are pre-populated based on the values saved in the customer record. However, if you manually update these fields to a different address. Galvix will always use the address specified on the invoice or credit memo, not the customer record, for tax calculations.


Why is my invoice showing $0.00 tax in QuickBooks?

Galvix will display $0.00 tax when no tax is applicable, which is expected behavior. Here are some scenarios when no tax may be applicable:

  • The customer is marked tax-exempt in Galvix or QuickBooks
  • The product is non-taxable in the customer's tax jurisdiction
  • You haven’t added a registration in Galvix for the state you're invoicing into

Galvix accurately identifies these cases and skips tax calculation accordingly.

However, if tax should have been applied, check the following:

→ Refer to our Set Up Guide & Configuration Guide to review setup steps


My invoices are being sent without tax. How can I fix this?

Before sending an invoice, ensure the Galvix tax engine has had sufficient time to calculate. Follow these steps:

  1. Save the invoice as a draft first
  2. Wait at least one minute to allow Galvix to calculate and apply tax
  3. Preview the invoice and confirm that tax amounts are showing before sending it to the customer

If tax still isn’t applied, refer to the section: Why is my invoice showing $0.00 tax in QuickBooks?

Following this flow ensures Galvix has time to determine the correct tax before the invoice is finalized.


I see an error next to my QuickBooks integration in Galvix. How can I resolve this?

To resolve an Integration error:

  1. Click the three dots on the Integration in Galvix → Edit, then click Save to reconnect.
  2. If that doesn’t work, disable the existing integration and click Add Integration to set it up again.

For detailed instructions, refer to our Integrate with Galvix guide. If you continue to see the error, contact the Galvix support team.


How does Galvix process credit memos created in QuickBooks?

When you create a credit memo in QuickBooks, Galvix syncs it as a Refund transaction. During return preparation, Galvix automatically subtracts the refunded tax amount from the collected tax amount, ensuring your filings remain accurate even after adjustments or refunds.


I have multiple QuickBooks account and want to connect more than one account to Galvix?

You can integrate the accounts one by one by repeating the same steps mentioned here.


How do I check if the correct QuickBooks account has been linked to Galvix?

  1. In QuickBooks, go to Settings > Additional Info > Company ID.
  2. In Galvix, go to Settings > Integrations > QuickBooks Integration > Edit and confirm the listed Company ID matches.

    This is especially useful if you manage multiple QuickBooks accounts.


Why did I receive a "Something's not quite right" error when I saved my invoice in QuickBooks?

This error may appear because QuickBooks' tax engine is disabled, and Galvix's tax engine is calculating taxes for your invoice. This is expected behavior, as QuickBooks may still display warning messages. To resolve, simply refresh the page and safely ignore the warning. Post this, your invoice should save correctly.


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