[No QA] Add QuickBooks Online troubleshooting docs (New Expensify)#84816
[No QA] Add QuickBooks Online troubleshooting docs (New Expensify)#84816stephanieelliott merged 1 commit intomainfrom
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| 4. Tap **Export**. | ||
| 5. Under reimbursable expenses, select **Vendor Bill** as the export option. | ||
| 6. Tap **Save**. | ||
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Button label violation (systemic across PR): Expensify style guidelines require "Confirm" instead of "Save" at the end of flows. This occurs in ONL038, ONL088, ONL097, ONL363, ONL531, ONL562, ONL580, ONL583, ONL691, ONL888, ONL913, ONL939, ONL945, the FAQ file, and both instances of ONL193 and ONL224 in their respective directories. Please replace **Save** with **Confirm** in all end-of-flow button labels across all files in this PR.
| The ONL193 error occurs when: | ||
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| - The QuickBooks Online admin password was changed. | ||
| - The admin user was removed or modified in QuickBooks Online. |
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Terminology violation: Use "member" instead of "admin user" per Expensify style. Consider: "The admin member was removed or modified in QuickBooks Online."
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| title: ONL224 Sync Error in QuickBooks Online | |||
| description: Learn how to fix the ONL224 sync error in QuickBooks Online when the user is not listed as an admin for the company. | |||
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Terminology violation: The description uses "the user is not listed as an admin." Per Expensify style, use "member" instead of "user." Consider: "...when the member is not listed as an admin for the company."
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| - Only QuickBooks Online admins can authorize and connect an integration. | ||
| - The user attempting to connect QuickBooks Online to Expensify is not listed as a company admin. | ||
| - The QuickBooks Online account does not have sufficient permissions to grant third-party access. |
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Terminology violation: "The user attempting to connect" should be "The member attempting to connect" per Expensify style. This pattern also appears on lines 35 and 37 ("the user is not listed as an admin," "If the user is not listed as an admin"). Please update all instances of "user" to "member" in this file.
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| title: ONL224 Sync Error in QuickBooks Online | |||
| description: Learn how to fix the ONL224 sync error in QuickBooks Online when you are not listed as a company admin. | |||
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Terminology violation: The description uses "when you are not listed as a company admin." While "you" is acceptable, also note that lines 26, 37, and 39 of this file use "the user" instead of "the member" per Expensify terminology guidelines. Please update all "user" references to "member" throughout this file.
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| ## Why the ONL193 Sync Error Happens in QuickBooks Online | ||
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Terminology violation: "The QuickBooks Online admin user was removed or updated" -- use "member" instead of "user" per Expensify style. Consider: "The QuickBooks Online admin member was removed or updated."
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| ## How to Reconnect QuickBooks Online in Expensify | ||
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| ### On Web |
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AI Readiness violation (heading levels -- systemic across PR): ### On Web and ### On Mobile use heading level 3, which reduces AI discoverability. HelpDot guidelines recommend using # and ## as the primary heading levels. Consider restructuring so platform-specific steps use ## headings (e.g., ## How to Reconnect QuickBooks Online on Web and ## How to Reconnect QuickBooks Online on Mobile), or folding the steps into a single section with platform callouts.
This pattern (### On Web / ### On Mobile and deeper #### sub-headings) repeats in nearly every file in this PR. Files that also use #### headings include ONL088, ONL097, ONL224 (both directories), ONL363, ONL562, ONL580, ONL583, ONL691, ONL888, and the FAQ. Please review heading depth across all files.
HelpDot Documentation ReviewOverall AssessmentThis PR adds 35 new Markdown files for QuickBooks Online troubleshooting documentation under the New Expensify help site. The articles cover sync errors, export errors, connection errors, authentication errors, and a general FAQ. The documentation is well-structured, clearly written, and follows a consistent template pattern across files. The quality is high overall, with a few issues that should be addressed before merging. Scores Summary
Key FindingsDuplicate Files (Critical)
This will create duplicate content on the help site and cause confusion for both users and AI systems. Each error code should live in one canonical location only. Inconsistent Bold Formatting on UI Elements Navigation Step Inconsistency in ONL715 Heading Hierarchy FAQ Heading Level Positive Aspects
Recommendations
Files Reviewed
Note: This review assessed only the proposed changes (new file additions) in this PR, not any pre-existing documentation. |
| - That account in QuickBooks Online is not enabled for billable expenses. | ||
| - You attempt to export the report to QuickBooks Online. | ||
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| QuickBooks Online requires accounts tied to billable expenses to be marked as billable and linked to an income account. |
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Markdown formatting violation: UI element labels in numbered steps should be bolded for consistency. In lines 26-31, references like "Gear icon," "Account and Settings," "Expenses," "Make expenses and items billable," "Save," and "Done" should be wrapped in **bold** to match the formatting style used in all other files in this PR (e.g., **Gear icon**, **Account and Settings**, **Expenses**, etc.).
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| Once updated, return to Expensify to resync. | ||
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Markdown formatting violation: Steps 1-5 here are missing **bold** formatting on UI element labels. For example, "Workspaces navigation tab," "Accounting," "three-dot icon," and "Sync now" should all be bolded (e.g., **Workspaces**, **Accounting**, **three-dot icon**, **Sync now**), as done in all other files in this PR.
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| After confirming all records are active, retry exporting the report. | ||
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Consistency violation: This step says Click **Connections** but every other file in this PR uses Click **Accounting** for the same navigation step. Please change "Connections" to "Accounting" to match the consistent pattern across all other articles.
| ### On Web | ||
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| 1. Go to the **Workspaces** navigation tab on the left. | ||
| 2. Select your Workspace. |
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Consistency violation: Same issue as On Web section -- Tap **Connections** should be Tap **Accounting** to match all other files in this PR.
| 4. Turn on Make expenses and items billable. | ||
| 5. Click Save, then Done. | ||
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| If this setting is already enabled, move to the next section. |
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Markdown formatting violation: Steps 40-45 in this section are also missing **bold** formatting on UI element labels (e.g., "Chart of Accounts," "Edit," "Income account," "Save"). Please apply bold to all clickable UI elements and labels for consistency with the rest of the PR.
| 3. Tap Accounting. | ||
| 4. Tap the three-dot icon next to the QuickBooks Online connection. | ||
| 5. Tap Sync now. | ||
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Markdown formatting violation: "Click Export to QuickBooks Online" -- the button label should be bolded: Click **Export to QuickBooks Online**.
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Structural concern (duplicate content): This file (Connection-errors/ONL046-Sync-Error.md) is byte-for-byte identical to Sync-Errors/ONL046-Sync-Error.md. The same duplication also applies to ONL193 (exists in Authentication-and-Login-errors/ and Sync-Errors/) and ONL224 (exists in Connection-errors/ and Sync-Errors/). Duplicate articles with identical content hurt SEO and AI retrieval -- they create ambiguity about which is canonical. Consider keeping each article in only one directory, or if both are intentional, differentiate the content and metadata for each location.
| ### Other Assets | ||
| - Do not import | ||
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| ### Accounts Receivable |
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AI Readiness violation (heading levels): Lines 58-99 use ### headings for the account type reference list (e.g., ### Other Current Assets, ### Bank, ### Fixed Assets, etc.). These deeply nested headings reduce discoverability for AI systems. Consider using a table format instead, which would also be more scannable for readers:
| Account Type | Import Behavior |
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| Other Current Assets | All detail types import as categories or Journal Entry export options |
| Bank | All detail types import as debit card and check export options |
| ... | ... |
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| ## Why the ONL077 Export Error Happens in QuickBooks Online |
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Readability: The phrase "duplicate bill number warnings turned on" is slightly informal and redundant with the heading. Consider tightening: "QuickBooks Online has the Warn if duplicate bill number is used setting enabled."
| internalScope: Audience is Workspace Admins using QuickBooks Online integration. Covers common export and sync questions. Does not cover specific QuickBooks Online error codes. | ||
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| # QuickBooks Online FAQ |
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AI Readiness / FAQ structure violation: This article is structured as a top-level FAQ page, but the questions use ## headings directly under # QuickBooks Online FAQ. The sub-sections within each question (e.g., ### How to Resolve Automatic Export Errors on line 22, ### How to Resolve Manual Export Issues on line 43) use ### headings. Since this is an FAQ article, the questions at ## level are correct, but the "How to" sub-sections under each answer would be clearer as numbered steps within the answer text rather than separate sub-headings, to avoid deep nesting.
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| If you see the error: | ||
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| ONL022: To export billable expenses, ensure the account in QuickBooks Online is marked as billable. |
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Readability: The error message text on this line is not visually distinguished from the surrounding prose. Consider wrapping it in a blockquote (>) or code block to make it scannable, as a reader quickly looking for the error string may miss it. For example:
> ONL022: To export billable expenses, ensure the account in QuickBooks Online is marked as billable.
This same pattern of unformatted error message text appears in every article in this PR (ONL038, ONL056, ONL077, ONL088, ONL097, ONL099, ONL118, ONL297, ONL298, ONL329, ONL363, ONL417, ONL442, ONL531, ONL562, ONL580, ONL583, ONL691, ONL715, ONL793, ONL888, ONL912, ONL913, ONL939, ONL945, and both directories for ONL046, ONL193, ONL224, ONL320, ONL493). Please consider applying consistent formatting to all error message quotes across the PR.
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| ## Option Three: Confirm the Report Currency in Expensify | ||
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Readability: The bullet point "If the report status is Paid: Confirmed, the currency cannot be changed. A new report must be created with the correct currency." packs two distinct ideas into one bullet. Consider splitting into separate bullets or adding a line break for scannability. Also, the terms "Paid: Confirmed," "Paid," "Done," and "Approved" on lines 72-73 should be bolded consistently since they are UI status labels.
| 5. Select **Sync now**. | ||
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| #### On Mobile | ||
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Readability: "Tip: Before reconnecting, consider taking a screenshot..." -- this informal tip pattern does not appear elsewhere in the PR and reads as filler. If the tip is important, consider integrating it into the numbered steps (e.g., add a step: "Note your current accounting configuration settings before proceeding"). This same tip also appears in Authentication-and-Login-errors/ONL193-Sync-Error.md line 57.
| - The report still exports to QuickBooks Online. | ||
| - The accounting data (expenses, totals, categories, etc.) is included. | ||
| - The PDF attachment is not included in QuickBooks Online. | ||
| - The full report and receipts remain available in Expensify. |
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Readability: The sentence "No additional action is required unless you specifically need the receipt images stored in QuickBooks Online" is somewhat vague. Consider being more direct: "You do not need to take any further action. The receipts remain accessible in Expensify."
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| ## How to Fix the ONL320 Sync Error | ||
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Readability: "This issue cannot be resolved directly within Workspace settings" is a dead-end statement without immediate guidance. Consider combining with the next section: "This issue requires assistance from Concierge and cannot be resolved directly in Workspace settings."
| - Other Current Assets | ||
| - Other Current Liabilities | ||
| - Note: Journal Entries can only export to Other Current Liabilities if the report creator is set up as an employee in QuickBooks Online, not a vendor. | ||
| - **Checks** must export to a **Bank** account. |
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Readability: The note on line 42 ("Note: Journal Entries can only export to Other Current Liabilities if the report creator is set up as an employee in QuickBooks Online, not a vendor.") is embedded as a plain text line within a bullet list. This important caveat could be easily missed. Consider formatting it with a blockquote or bold callout for better scannability:
> **Note:** Journal Entries can only export to Other Current Liabilities if the report creator is set up as an employee in QuickBooks Online, not a vendor.
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| If you are using new credentials, you may need to reconfigure your accounting settings and reselect categories or tags. | ||
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| Tip: Before reconnecting, consider taking a screenshot of your current accounting configuration so you can easily restore settings if needed. |
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Readability: "Tip: Before reconnecting, consider taking a screenshot of your current accounting configuration so you can easily restore settings if needed." This informal tip is not formatted consistently with the rest of the article. If this is important advice, integrate it as a numbered step before reconnecting (e.g., "1. Note or screenshot your current accounting configuration."). Otherwise, consider removing it to reduce wordiness.
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| ## Why the ONL442 Export Error Happens in QuickBooks Online |
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Readability: The inline URL on line 18 (https://status.quickbooks.intuit.com/) is a useful external resource, but raw URLs reduce readability. Consider using a Markdown link: [QuickBooks Online status page](https://status.quickbooks.intuit.com/).
| This means at least one expense on the report is not mapped to a valid QuickBooks Online account. | ||
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Readability / Markdown formatting (systemic across PR): Horizontal rules (---) are used between every section in every file in this PR (222 total occurrences across 35 files). In Markdown rendered on HelpDot, ## headings already provide clear visual separation. The horizontal rules add visual clutter and are not standard in other HelpDot articles. Consider removing all --- horizontal rules and relying on headings alone for section breaks.
- Root: Configure, Connect, Troubleshooting. - Troubleshooting: Auth, Connection, Export, Sync errors, FAQ. - Hub pages already exist on main. Part of Integration Errors Revamp (splitting PR #83106).
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🚀 Deployed to staging by https://github.com/stephanieelliott in version: 9.3.36-0 🚀
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🚀 Deployed to production by https://github.com/luacmartins in version: 9.3.36-10 🚀
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Master project issue https://github.com/Expensify/Expensify/issues/469226
Breaking main PR into smaller batches: #83106
Creates .MD files for QBO integration error messages (New Expensify)