What to do if the invoice export to the bookkeeping software failed
TL;DR: Invoice export failures are usually caused by a broken integration connection, manually created customers, or missing product codes. Verify your integration, check customer setup, and ensure all invoice line products were imported from your bookkeeping software.
Who can do this
Account administrators or managers with access to Settings and billing integrations
Check integration connection
First, verify that your integration is active and working properly.
Method 1: Through Settings
Open Settings.
Locate your Integration (e.g., e-conomic, Xero, QuickBooks).
Verify that the API keys or IDs are correctly entered.
Click Import to confirm that Uku can retrieve information from your accounting software.
Method 2: Through Client menu
Open the Client menu.
In the custom fields area, select Integration.
Check whether a key icon or the integration name is displayed. If present, the connection is active.
Connection failed? If the connection test fails, you must reconnect your integration before proceeding. Read here how to connect with an integration.
Verify customer setup
Check how the customer was created in your system:
Manually created customer: Customers created manually in Uku may lack the integration identifiers needed for export. This is a common cause of failures.
Imported customer: Customers imported from your bookkeeping software already have the correct integration codes and are the preferred setup for seamless exports.
Review invoice lines and products
The most common cause of export failures is incorrect product information.
Check each invoice line
Ensure every line is linked to a product.
Verify that products have the correct codes set.
Confirm that products were imported from your bookkeeping software (not created manually in Uku).
Important: Your bookkeeping software expects the correct product code for exports to work. If a product was created manually in Uku instead of being imported, it may lack the proper integration codes.
Common solutions
Re-import the customer from your bookkeeping software if they were created manually.
Update product codes to match those in your bookkeeping software.
Replace manually created products with ones imported from your bookkeeping software.
Check product mapping to ensure all items have the required integration fields.
Test the export again
After making the necessary corrections:
Test the integration connection again using Settings.
Attempt to export the invoice.
Monitor for any new error messages.
Contact support
If the problem persists after following these steps, contact Uku support with the following information:
The specific error message you received
Details about the steps you have already taken
Information about your integration setup
The invoice number that is failing to export
Troubleshooting
Export fails with no error message: Check that your integration API keys have not expired. Some bookkeeping software providers require periodic re-authentication.
Only some invoices fail to export: Compare a working invoice to a failing one. The issue is usually a specific product or customer that is missing integration codes.
Product code mismatch after re-import: If you re-imported products, verify that the product codes on existing invoice lines were updated. You may need to remove and re-add the product on the invoice line.
Export succeeds but data is incorrect in bookkeeping software: Check that the product mapping in Settings matches the account codes and VAT rates expected by your bookkeeping software.