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The QuickBooks Online (Acc Sync) Created Duplicates. What Can I Do?

Occasionally duplicate contacts/customers or jobs are created during the sync. Records can be merged in JobNimbus to preserve child records but must be done carefully

How to Merge Contacts with Jobs in JobNimbus (QuickBooks Sync)

This guide describes the standard process for merging two contacts in JobNimbus when both contacts have jobs and invoices already synced to QuickBooks. 

When to Use This Process

Use this merge path when a customer has duplicate contact records in JobNimbus (e.g., created twice by mistake), and each record has associated jobs, invoices, and/or payments that have already synced to QuickBooks.

Before You Start

Identify your two contacts:

  • Gaining account — the contact record that will remain active and absorb all data and should be syncing to QuickBooks
  • Losing account — the duplicate contact record that will be merged away

Take stock of what's attached to each record, especially:

  • Number of jobs
  • Number of invoices, and whether they're paid, partially paid, or unpaid
  • Number of payments, and whether each has been deposited

This matters because payments and deposits are the parts of the merge most worth double-checking afterward.

Step 1: Trigger the Merge

  1. Open the gaining contact (the one you want to keep) in JobNimbus.
  2. Start the merge action from this record using the ellipses menu.
  3. Search for and select the losing contact (the duplicate you want to merge away).
  4. Confirm the merge.

All jobs, transactions, notes and documents from the losing account will be reassigned to the gaining account.

Step 2: Watch for Sync Errors During the Merge

Sync errors can pop up mid-merge. These are generally recoverable — don't panic if you see them. Known issues observed:

  • "Two users editing at the same time" error — This is typically transient. Retry the action and it should resolve.
  • Payment references an invoice that hasn't synced yet — If a payment tries to sync before its related invoice has finished syncing to QuickBooks, it will throw an error. Wait for the invoice to sync, then retry the payment.

Step 3: Confirm Everything Synced in JobNimbus First

Before checking QuickBooks, make sure every record on the JobNimbus side shows as synced:

  • Both jobs
  • All invoices
  • All payments

Step 4: Verify the Outcome in QuickBooks

Once JobNimbus confirms everything is synced, check QuickBooks for the following:

  • The job(s) should now be correctly associated with the gaining account.
  • All invoices from both the gaining and losing accounts should appear under the gaining account (take note of any duplicate transactions that need to be deleted).
  • All payments should appear under the gaining account, including any that were already deposited.

Known Gap: Losing Contact Stays Active in QuickBooks

The losing contact is not automatically marked inactive in QuickBooks after the merge. This means the old duplicate record will still show up as an active customer in QuickBooks even though all of its jobs, invoices, and payments have moved away.

Recommended follow-up: Manually mark the losing contact as inactive in QuickBooks after confirming the merge completed successfully or merge the contact in Quickbooks. This is currently a manual step.