Quickbooks Online New Expense trigger not reliable

Hi ​@mu2pilot, welcome to the Community! 🎉

Sorry to hear about the troubles with the New Expense trigger, that sounds so frustrating! That trigger is an instant trigger, so the Zap should run every time QuickBooks Online sends a new expense event. 

Is it only happening for the certain clients or are all clients affected?

If there’s no clear differences in the type of expenses that the Zap is and isn’t triggering on then it might be best to reach out to our Support team. They’ll be able to take a look at the logs for your Zap to better determine why it’s only triggering for some and not all of the expenses that are added.

Please let us know what they find out—want to make sure this gets sorted!

I’d like to add my $0.02 on this -- we have triggers set up for “Estimate Updated” and the like, but they are also firing, sometimes. 

We are syncing Estimates and their Status to our internal app, and sometimes the customer accepting the Estimate does not fire the Zap. It’s not that it fails… it’s that it doesn’t fire, at all.

If we locate these users in Quickbooks manually, then update the memo field on the estimate, the Zap will fire, updating everything that needs updated, but that defeats the whole purpose of the Zap and the automation.

I’ll open a support ticket too, but this seems to be a Quickbooks thing, or something to do with the connection, as the Zap is never fired/logged, and it’s happening with more than just Expenses and Estimates. 

Hi ​@Duffey,

If your QuickBooks Zap isn’t triggering when an estimate is updated, check your Zap History for errors, ensure QuickBooks webhooks are working correctly, and try reconnecting QuickBooks in Zapier to refresh access.
If none of these suggestions help, the next step is to open a support ticket. Our Zapier support team can investigate your Zap setup and help identify the issue.

Hi ​@JammerS ,

None of these recommended steps help. 

We’ve been using Zapier for at least 6 years to connect Quickbooks to Monday.com.  Our zap is supposed to fire every time a new Estimate is made in Quickbooks Online.  That’s it...just a one way, one time sync where it creates a new item on a Monday.com board for every new Estimate.

It worked fine until about a month ago we noticed that sometimes it would take the zap a while to fire (like maybe a couple hours) instead of coming over instantly.  Now, in the last week, none of them come over instantly and some of them don’t make it at all.  Today, the zap just fired on some new estimates created in Quickbooks *4 days ago*.

Obviously, that kind of delay makes it completely unusable for any business purpose.

I’ve talked to tech support and the only message is “we’re working on it”.  Incredibly frustrating and causing us a ton of manual work.  On top of that, Zapier won’t refund any portion of a subscription even though the subscription is useless to us until this is fixed.   Huge thumbs down.

Hi ​@CA1,

I'm truly sorry for the inconvenience this issue has caused. It appears you're running into a known bug with the QuickBooks Online trigger, and our Support Team has already added you to the list of affected users.

Our engineering team is actively investigating the issue, and we'll be sure to keep you updated via email as soon as there's any progress.

I appreciate your patience and understanding.

I have the very same issue with QBO and Monday.com. I have a board set up to create new items based on the new estimate and have run into the same issue. I never expected someone else to have the same use case scenario. I hope there’s a fix for it soon. 

Hi ​@Panchinet,

We sincerely apologize for the inconvenience. I’ve added you to the list of affected users, and we’ll notify you via email once an update is readily available. Thanks.

Having a major issue with this over here as well. We capture project expenses from and allocate them to bid worksheets in Airtable. Now this is happening intermittently and can no longer be relied upon. Reconciling these projects to figure out the missed transactions is going to be fun!

Hi ​@HESAdmin,

It looks like this issue has been resolved, and QuickBooks Online has deployed a fix. If you're still experiencing any problems, I recommend reaching out to our Support Team—they have the tools to dig into your Zap and its logs in more detail.

You can reach our Support Team here: https://zapier.com/app/get-help

I appreciate your patience and understanding.

This issue hasn’t been solved for me.  It’s still occuring.

Hi ​@CA1,

I’m so sorry to hear that. I’d recommend reaching out to our Support Team to have them check your Zap and its logs.

You can reach our Support Team here: https://zapier.com/app/get-help

Thank you for your patience and understanding.

I already did that yesterday, and presented proof that my zaps are still sometimes taking 2 hours or longer to trigger.

I’m waiting on a response that hasn’t yet come.

UPDATE: Just got the response from Zapier support. Response below (sigh):

Thanks for reaching out! I'm Scheannen A, Support here at Zapier. I'll be happy to assist you in this thread.
 
From your previous conversation with my colleague, I understand that your Zaps are not triggering in a timely manner. Let me check this out for you.
 
Upon further checking, this appears to be related to a Bug with QuickBooks Online, where the 'New Estimate event is not triggering.'
 
I’ve confirmed that this matches an existing issue reported by other users, so I’ll let our team know that you’re experiencing this.
 
Our team will be notified immediately of the issue. However, I won’t be able to provide an exact timeline for when this will be resolved, as only their team can implement a fix.
 
We'll email you as soon as we have a fix or identified a workaround. This will include any steps you might need to take on your end, such as updating your Zap.
 
While I know this isn’t ideal, rest assured our goal is to get this resolved, and we’ll work with our Partners to get this fixed as soon as possible.
 
Thank you for understanding! We are continuously working on resolving this.
 
If you have any other concerns, please don't hesitate to ask us.

Hi ​@CA1,

I'm sorry to hear about the issue you're experiencing with your QuickBooks Online Zap. It can be frustrating when things don't work as expected.

From the response you received from Zapier Support, it appears there's a known bug with the 'New Estimate' event in QuickBooks Online. The team is aware of this issue and is actively working with our QuickBooks partners to resolve it. While we can't provide a specific timeline for fixing this, please know that this is our priority. We understand how important it is for your Zaps to function correctly, and we're committed to resolving this issue as quickly as possible. In the meantime, check for any alternative workflows you could use to achieve your desired outcome. For example, you can use a different trigger in QuickBooks Online or a different app that integrates with Zapier.

Thank you for your patience and understanding. We'll be sure to update you as soon as we have more information.

There are no alternative workflows using Zapier to bring an Estimate over from Quickbooks Online in a timely manner until this bug gets fixed.  

Hi ​@CA1,

We sincerely apologize but we don’t have any alternative workflow for this. We’ll notify everyone, once an update is available. Thank you.