What this error means
You may see one of the following errors when sending a settlement:
"Page Data No Longer Valid"
"Debit Credit Balance Error"
"Document Total Too Small"
"Settlement Incorrect Status"
"String length specified does not match the supported length"
"This settlement is not ready to be sent"
"This settlement could not be processed. It will be retried automatically."
"Refresh OAuth 2 Access token with Refresh Token failed" (see OAuth refresh token failure below)
"The account period has closed and the account books cannot be updated through the QBO Services API" (see QuickBooks closed accounting period below)
These errors occur when the settlement is not in a valid state for processing or when the settlement data no longer matches the system state.
Why this happens
Common reasons include:
The settlement page was left open for a long time and the data expired
The settlement totals do not meet accounting validation rules
The settlement is not in the correct status to be sent
A temporary system condition occurred during processing
A data discrepancy between the sales channel's payout data and what Link My Books has calculated (see below)
Refunds on associated orders have caused a Shopify Payments settlement to fail processing (see below)
The QuickBooks connection token has expired and needs to be refreshed (see below)
The accounting period in QuickBooks has been closed, blocking the API from posting (see below)
How to resolve it
Try sending the settlement again.
Steps:
Refresh the Settlements page in Link My Books
Re-open the settlement
Click Send to Xero / QuickBooks again
If the error persists, wait a few minutes and try again.
⚠️ Seeing "This settlement could not be processed. It will be retried automatically." repeatedly?
When this message appears, our system has already queued the settlement for an automatic retry on the back end. In most cases, the next scheduled retry clears the error and the settlement moves back to Ready to Send within a few hours, with no action needed from you.
However, if the same settlement keeps returning to this status after multiple auto-retries (typically more than 24 hours), the underlying issue is unlikely to clear on its own. This usually points to a data condition that requires investigation, for example a payout-total mismatch or a third-party gateway data gap, both of which need our Tech Team to step in.
What to do:
• Don't keep manually retrying — repeated retries won't change the outcome and can crowd the retry queue.
• Contact support with the settlement ID, the sales channel, and a screenshot. We'll review the back-end logs and either reprocess it for you or flag any required data fix.
• If the settlement is for a third-party gateway (Square, WooCommerce, Shopify with non-Shopify Payments), check the data discrepancy section below as well, which often covers the same root cause.
OAuth refresh token failure (Xero / QuickBooks)
⚠️ Exact error you may see:
"Refresh OAuth 2 Access token with Refresh Token failed. Body: [{"error":"invalid_grant","error_description":"Incorrect or invalid refresh token"}]. Contact support for further assistance."
This error means the secure connection between Link My Books and your accounting software has expired or been revoked, so we cannot post the settlement until the connection is refreshed. It commonly happens after a password reset in Xero or QuickBooks, after the app was disconnected on the accounting-software side, or simply when the refresh token has aged out.
How to resolve it:
In Link My Books, go to Settings → Account Settings.
Find the sales channel that failed and check the Xero or QuickBooks connection. If it shows as disconnected or expired, click Reconnect and sign in again to authorise the link.
Once reconnected, return to the affected settlement and click the Action dropdown, then Refresh. If you have Auto Post on, the settlement should post automatically on the next retry.
💡 Good to know: If Auto Post has already reached its retry limit, our team can clear the error from the back end so the next auto-post attempt goes through. Please contact support with the settlement ID if you would like that done.
QuickBooks closed accounting period
⚠️ Exact error you may see:
"The account period has closed and the account books cannot be updated through the QBO Services API. Please use the QBO website to make these changes."
This applies to QuickBooks Online only. It means the accounting period that the settlement falls into has been locked in QuickBooks (usually after a month-end or year-end close), so QuickBooks will not allow new transactions to be posted into that period via the API. The settlement will keep cycling on Auto Post Retrying until the period is temporarily unlocked.
How to resolve it:
In QuickBooks Online, click the Settings (⚙️) icon, then Account and Settings.
Open the Advanced tab and find the Accounting section.
Edit the "Close the books" setting and either turn it off temporarily or move the closing date so that the settlement date falls outside the locked period. Save.
Return to Link My Books and send the settlement manually from the Settlements Dashboard, or wait for Auto Post to retry.
After the settlement posts successfully, you can re-lock the period in QuickBooks if needed.
💡 Auto Post already at retry limit? If the settlement has cycled past Auto Post's retry limit while the period was closed, contact support with the settlement ID. We can clear the error on our side once the period is unlocked, so the next auto-post run picks it up.
Partially sent settlements
⚠️ What is a partially sent settlement? This is when only some parts of a settlement have been posted to Xero or QuickBooks — for example, the sales invoice was created but the payout journal or bill was not. The settlement may show a mix of "Sent" and "Ready to Send" or "Error" statuses on different tabs.
Why this happens:
A connection timeout occurred partway through sending (e.g. the Xero or QuickBooks API timed out after the first part was posted)
A rate limit was hit during a batch send, causing later parts to fail
The settlement was sent manually and the browser was closed before all parts finished
Why autopost won't fix it:
Autopost only picks up settlements that are fully in a "Ready to Send" state. If part of the settlement has already been sent, autopost will skip it — it does not attempt to send the remaining parts.
How to resolve it:
Open the settlement and check which tabs show as Sent and which show as Ready to Send or Error
Check your accounting software (Xero or QuickBooks) to confirm which entries were actually created
If entries were partially created, use the Rollback feature to remove the partial entries, then resend the full settlement
If you are unable to rollback or resend, contact support — our team can manually push the remaining parts or rollback on your behalf
Tip: If you frequently see partial sends, try reconnecting your accounting software in Settings → Account Settings before your next batch. This refreshes the API connection and reduces the chance of timeouts.
Amazon settlement errors requiring a V2 flat file
In rare cases, an Amazon settlement may fail repeatedly because the settlement data from Amazon contains an error that our system cannot process. This is different from a connection or mapping issue — it means the underlying payout data needs investigation.
When this happens, our support team may ask you to provide a V2 flat file. Here's how to get it:
Go to Amazon Seller Central → Reports → Payments → All Statements
Find the settlement covering the affected date range
Click "Request Report" (or "Download" if already available)
Once generated, download the file and send it to our support team along with the settlement ID
Our team will use this file to identify and correct the data discrepancy. This typically resolves within 1–2 business days.
Shopify Payments settlements failed due to refunds on orders
⚠️ Shopify Payments settlements stuck on Failed with no clear error: If a Shopify Payments settlement keeps failing after retrying, refreshing the cache, and confirming both your Shopify and accounting software connections are active, the most common cause is refunds on one or more associated orders that have prevented the settlement from finishing processing. This requires our Tech Team to investigate and reprocess the settlement.
When refunds have been issued against orders within a Shopify Payments payout, the refund data can occasionally fall out of alignment with the payout totals our system expects. The settlement will then stay on Failed status and the usual self-service options (Refresh, Add missing currency) will not clear it.
What to do:
Don't keep retrying — if it has failed after the usual checks (connections active, currency added, cache refreshed), the next retry will not resolve it.
Contact our support team and include the settlement date range, the account name, the currency, and a screenshot of the Failed settlement row.
If you know which orders had refunds, mentioning the order numbers can help speed up the investigation.
Once reprocessed, the settlement will move back to Ready to Send (or auto-post to Xero or QuickBooks if you have autopost enabled). This typically resolves within 1 business day.
Settlement failed due to a data discrepancy
⚠️ Persistent "Failed" status that won't resolve with retries: If a settlement keeps failing even after refreshing and retrying, this may be caused by a data discrepancy — where the payout total from your sales channel doesn't match the calculated total from the individual transactions. This requires our Tech team to investigate and make a data adjustment.
This is most common with Square, WooCommerce, and Shopify (other payment gateways) settlements, where third-party payment processor data can occasionally be incomplete or misaligned.
What to do:
Don't keep retrying — if it has failed 2-3 times, contact support instead
Export a Transaction Report CSV from your sales channel or payment processor (e.g. Square Dashboard > Transactions > Export) covering the payout period
Send the CSV to our support team along with the settlement ID and the error message
Our Tech team will use the transaction-level data to identify where the discrepancy sits and make the necessary correction. This usually resolves within 1-2 business days.
Settlement won't open or shows a blank error
In some cases you may find that a settlement won't open at all, or it shows an error with no visible error message. This is different from the named errors listed above.
⚠️ If you cannot open a settlement or see a blank/empty error message: This typically means the settlement data needs to be reprocessed on our end. Standard troubleshooting steps (refreshing, retrying) will not resolve this — please contact our support team straight away.
What to include when contacting support:
The sales channel and month of the affected settlement (e.g. "Shopify Payments, February 2026")
Whether the settlement appears on your dashboard but won't open, or whether it opens but shows a blank error
A screenshot if possible
Our team can investigate and reprocess the settlement for you, which typically resolves the issue within a few minutes.
When to contact Link My Books support
Contact Link My Books support if:
the settlement continues to fail after retrying
the same error appears multiple times
the settlement cannot be sent even after refreshing the page
the settlement won't open or shows a blank error (see above)
the settlement is partially sent — some parts posted but others did not (see above)
you suspect a data discrepancy (see above)
a Shopify Payments settlement stays on Failed after the usual checks (see above)
a settlement keeps cycling on "could not be processed, will be retried automatically" for more than 24 hours (see above)
an OAuth refresh token error persists after reconnecting your accounting software (see above)
a QuickBooks closed-period error continues after you have unlocked the period (see above)
Please include:
the settlement ID
the exact error message shown (or note that no message was displayed)
the events or steps that led to the error
a screenshot if possible
a Transaction Report CSV from the sales channel if the settlement keeps failing (see data discrepancy section above)
This helps our team investigate what happened during the settlement process.
If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].