A syncing error happens when a bill payment that Dext creates in QuickBooks Online no longer matches what's recorded in Dext Payments. This is different from reconciling your wallet transactions, which is a manual step you do yourself — this article covers both, and explains why they're not the same thing.
Important: Dext Payments is available for Xero and QuickBooks Online integrated accounts in the UK. In Canada, Dext Payments is in open beta for QuickBooks Online integrated accounts.
What a syncing error is
A syncing error happens when the payment information in Dext Payments and QuickBooks Online becomes out of sync. While this is rare, it can result in differences such as:
An invoice marked as paid in Dext Payments but outstanding in QuickBooks Online
Bank transactions shown in QuickBooks Online that aren't linked to the correct bill
Syncing errors should be resolved as soon as possible to keep your bookkeeping accurate and prevent duplicate payments.
How Dext Payments and QuickBooks Online normally stay in sync
Bills and bill payments sync automatically between Dext Payments and QuickBooks Online. When you process a payment run:
Dext creates a corresponding bill payment record in QuickBooks Online.
The bill payment is linked to the original bill, so the bill's balance updates to reflect the payment.
Dext checks the bill payment record during later invoice syncs to confirm it still matches.
This process keeps bills and bill payments aligned between Dext and QuickBooks Online, without you needing to do anything manually.
Common causes of syncing errors
A syncing error occurs when the bill payment record in QuickBooks Online no longer matches what Dext expects. This can happen in a few scenarios:
The bill payment couldn't be created in QuickBooks Online
In rare cases, a payment is successfully processed through Dext Payments, but the corresponding bill payment isn't created in QuickBooks Online. This can happen due to an error returned by QuickBooks Online or a temporary network or API interruption when the payment run was created.
The bill payment was deleted in QuickBooks Online
If a bill payment that Dext created is later deleted directly in QuickBooks Online, Dext no longer has a valid record to check against. The bill may show as outstanding again in QuickBooks Online, even though Dext still shows it as paid.
The bill payment's amount or date was changed in QuickBooks Online
If someone edits the amount or date of a bill payment directly in QuickBooks Online after Dext created it, the record Dext is tracking no longer matches what QuickBooks Online shows.
Dext couldn't reverse a bill payment
If a payment run fails or is reversed after Dext has already created the bill payment in QuickBooks Online, Dext needs to reverse that record. If this reversal doesn't complete successfully, the bill payment in QuickBooks Online no longer reflects the true state of the payment in Dext.
Impact of syncing errors on your records
When a syncing error occurs:
The bill balance in QuickBooks Online may not match its actual status in Dext Payments.
The bill could be unintentionally included in another payment run if the issue isn't resolved.
Further payments to the same bill may be temporarily blocked in Dext Payments to prevent accidental double payments.
How to resolve a syncing error
To restore accurate records:
Open the affected bill in QuickBooks Online and check whether a bill payment exists, and whether its amount and date match Dext Payments.
If the bill payment is missing, was deleted, or doesn't match, correct it directly in QuickBooks Online so it reflects the payment Dext actually processed.
Once the records match in QuickBooks Online, acknowledge the sync warning in Dext Payments by selecting Acknowledge.
Important: Don't create a new payment run for the same invoice until the syncing issue has been resolved — this avoids paying the same bill twice.
Reconciling wallet transactions in QuickBooks Online
QuickBooks Online doesn't support an automatic bank feed for Dext Payments wallet transactions, because QuickBooks Online doesn't offer a public API for sending transactions automatically. This means wallet transactions are exported and imported manually, rather than synced — so mismatches here are reconciliation issues to fix during import in QuickBooks Online, not sync errors.
To export and reconcile your wallet transactions:
Go to Payments > Wallet.
Select Export.
Select Send to QBO, then select Download a CSV of your transactions.
Select the QuickBooks file upload page link to open the QuickBooks Online upload page directly.
Upload the CSV file you downloaded.
Select Cheque number on the QuickBooks Online page. This keeps the Dext-generated reference on the record, which is what Dext's reference-based reconciliation workflow relies on to match transactions correctly — QuickBooks Online doesn't require this field to import the file itself.
To prevent duplicate entries, only select transactions that haven't been uploaded previously.
Note: Missing rows, incorrect mapping, or duplicate uploads at this step are reconciliation issues you resolve during import — they aren't the same as the automatic bill payment syncing errors described above.
When to contact Dext Support
Contact Dext Support if you're unable to reconcile a bill payment in QuickBooks Online, a sync warning remains after correcting the records, or you're unsure how a payment should be recorded.
Best practices to avoid syncing issues
Avoid deleting or editing bill payments directly in QuickBooks Online without reviewing the impact on Dext Payments.
Resolve sync warnings as soon as they appear.
Review invoices carefully before including them in a payment run.
Only upload wallet transaction CSVs once, and check the Cheque number field each time to keep reconciliation reliable.