QuickBooks Notifications You Will Receive
The QuickBooks Online integration sends a small set of notifications so staff always know when something needs attention: when a full historical sync finishes, when the connection breaks, when the...
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The QuickBooks Online integration sends a small set of notifications so staff always know when something needs attention: when a full historical sync finishes, when the connection breaks, when the system suspects live sync has stopped working, when it can't safely catch up on missed changes, when a scheduled sync run fails outright, and a weekly summary of anything still out of sync. This article covers every one: when it fires, exactly who receives it, and what to do about it.
Who receives these: Every notification below goes to property staff only - property managers and building managers. Residents never receive QuickBooks notifications, and none of these paths touch resident accounts or resident notification channels.
The staff recipient ladder
Most of these notifications (all except the backfill-complete confirmation) go out to the same escalation ladder, so the right person always sees it even if roles change:
- The staff member specifically assigned to the issue, if one is assigned.
- The property's Primary Admin Building Manager.
- All Admin Building Managers on the property.
- All Building Managers on the property.
The system sends to the first tier that has someone in it and stops there - it does not spam every tier at once.
1. Backfill complete
What it is: A confirmation that your one-time historical sync - pulling your existing invoices, expenses, and payments into QuickBooks when you first connect - has finished.
When it fires: Once, automatically, right after the initial backfill run completes.
Who receives it: Only the staff member who started the backfill (not the full escalation ladder).
What to do: Click "View sync history" in the email to review what was synced. From this point on, new invoices, expenses, and payments sync automatically - no further action needed.
2. QuickBooks connection broken
What it is: A recurring alert that your property's connection to QuickBooks is broken and syncing has paused.
When it fires: Every Monday at 8:00 AM (UTC), for as long as the connection stays broken. It's a weekly re-alert, not a one-time notice - you'll keep hearing about it until it's fixed.
Who receives it: The staff escalation ladder above.
What to do: Click "Reconnect QuickBooks" in the email, or go to the property's Accounting settings and reconnect. The re-alert automatically stops firing once you reconnect. It also has a cap of 8 re-alerts per outage - if you've been getting this for two months straight, reconnecting is overdue.
3. Live sync may be disabled
What it is: A warning that QuickBooks appears to have gone quiet on live updates even though your connection still looks active - a sign that QuickBooks may have silently turned off the webhook that powers real-time sync.
When it fires: When the system sees a burst of unsynced changes on the QuickBooks side with no live-update notifications arriving to match, combined with those live-update notifications having been stale for a while.
Who receives it: The staff escalation ladder.
What to do: Go to the property's Accounting settings and re-enable/reconnect QuickBooks to restore live sync. Until you do, syncing may fall behind rather than update in real time.
4. Could not fully recover missed changes
What it is: A warning that the system couldn't safely catch up on everything that changed in QuickBooks during a gap - most often after an extended outage or a connection that stayed broken for a long stretch. URBI's automatic catch-up only looks back 30 days; anything older than that isn't automatically reconciled.
When it fires: When a catch-up sync realizes the gap it needs to cover is older than the 30-day automatic look-back window.
Who receives it: The staff escalation ladder.
What to do: Manually review recent QuickBooks activity for the affected period and reconcile it at your next period close. This is the one alert where the system is explicitly telling you it can't do the catch-up for you.
5. Sync run failed
What it is: An alert that a scheduled QuickBooks sync run failed outright after its automatic retries were exhausted.
When it fires: When a scheduled sync run hits an error it can't recover from on its own.
Who receives it: The staff escalation ladder.
What to do: Check the QuickBooks connection health in Accounting settings and retry the sync from there. If it keeps failing, that's worth flagging to support.
6. Weekly drift digest
What it is: A weekly summary email of anything that's fallen out of sync since your last digest - a rollup, not a one-off alert.
When it fires: Every Monday at 3:00 PM (UTC), after the Monday-morning broken-connection check. It only sends if there's actually something new to report; an empty week sends nothing.
Who receives it: The staff escalation ladder.
What to do: Click "Review in sync console" in the email. Items that can be automatically re-sent to QuickBooks can be restored directly from the sync console. This digest is email-only - it doesn't also generate a push notification or in-app alert, so don't expect to see it anywhere except your inbox.
Good to know
- All six notifications go by email; the backfill-complete and connection-broken alerts also send a push notification and an in-app notification. The weekly drift digest is email-only by design.
- If you're not seeing these emails and you're a Building Manager on a PREMIUM property, check that you're marked Admin (for the higher-priority alerts) or confirm with your Primary Admin who's receiving them.
- Every alert links directly back into the QuickBooks sync console, so you never have to hunt for where to act on it.