Understanding the Error
When sending an invoice to QuickBooks, you may encounter the following error message:
"QuickBooks Error: Validation Exception was thrown, Details: Invalid Reference Id: Product/Service assigned to this transaction has been deleted. Before you can modify this transaction, you must restore product/services (deleted)"
This error typically occurs when the default QuickBooks service or expense service has been disconnected while the invoice is still in the Draft step. Before modifying the transaction, QuickBooks may also require the restoration of
Common Scenario
A user attempts to submit an invoice from LeanLaw to QuickBooks but receives the above error. The root cause is that the product or service assigned to the invoice was deleted or disconnected in QuickBooks, making it invalid for the transaction.
Solution
To resolve this issue, you need to reconnect the product/service—either by restoring the previous one or assigning a new one—before resending the invoice. Additionally, you must undo the invoice back to "Ready to Bill" and then recreate it.
Steps to Fix the Issue:
Access LeanLaw Settings
Log in to LeanLaw.
Navigate to Settings.
Update QuickBooks Integration
Select QuickBooks under the Integration section.
Edit Expense Settings
Locate EXPENSE SETTINGS and click Edit.
Ensure that the Product/Service configurations for expenses are properly set up.
If necessary, reassign a valid product/service to replace the deleted one.
Undo the Invoice to "Ready to Bill"
In LeanLaw, locate the affected invoice.
Revert it back to "Ready to Bill."
Recreate and Resend the Invoice
Generate the invoice again with the corrected product/service assignments.
Submit the invoice to QuickBooks.
Preventive Measures
To avoid encountering this issue in the future:
Avoid deleting or disconnecting services that are actively used in transactions.
Ensure that default expense and service settings remain properly linked to LeanLaw.
By following these steps, you can quickly resolve the "Invalid Reference ID" error and maintain seamless integration between LeanLaw and QuickBooks.