Last updated: Feb 13, 2026, 4:55 PM
The Extract monitor is where xtraCHEF prepares and records invoice extracts for your third-party accounting. Here, you can quickly view invoice extract statuses, re-extract failed invoices, and initiate on-demand extracts. The Extract monitor is also where you can download CSV file extracts for non-QuickBooks accounting systems.
You may notice that some invoices are not extracting due to the invoice date being older than the xtraCHEF account's extract date. There is an easy way to correct this in xtraCHEF. Note: If QuickBooks is enabled at the location level, contact Customer Care if you need to change the start date.
You can initiate an on-demand extract via your Extract monitor. This will push any invoice in xtraCHEF that is currently processed into an extract. Running an on-demand extract will not disrupt your usual extract cadence. To do this, select On-Demand Extract. A list of qualifying invoices will be presented with the ability for users to manually exclude specific invoices (via invoice date and/or extract date) from the final extract request.
If you get an error message while using the Extract Monitor or performing an extract, quickly jump to your error message and solution via the list below:
This type of error is due to the Tenant Vendor Code not matching what is listed as the Vendor Name or "Display Name As" for the vendor listed in QuickBooks. To resolve this, you must correct the Vendor Code in xtraCHEF's Vendors hub to match what is listed in QuickBooks.
Complete the following steps below:
This error will return when the GL Code listed for an invoice is not listed within your QuickBooks System. This error will appear on all invoices with the GL Code specified in the extract error message.
There are two possible but conditional solutions:
This error is typically related to the QuickBooks Online token expiring. However, it could also be a timing-out error from QuickBooks. To confirm which it is, first attempt to re-extract the extract file or specific invoice from either the Extract monitor or Search invoices. If the same 401 error is received again, you'll want to refresh your QuickBooks token. To do this, follow the steps in .
The Invoice ID is too long. QuickBooks Online has a limit of 21 characters for an invoice ID.
This error indicates your version of QuickBooks is not supported for API integration. Self-Employed and Simple Start QuickBooks Online versions do not support integration with xtraCHEF. Below are the supported QuickBooks Online versions that support API integration:
xtraCHEF only has location-based class assignments. Follow the steps below to extract invoices with class assignments.
This error message appears when the payment information entered in xtraCHEF does not match the information entered in QuickBooks. To resolve this, navigate to QuickBooks > Settings > All Lists > Payment Methods. Then, verify if the information entered in the Name column is an exact match of the information entered in xtraCHEF.
Log in to QuickBooks and verify if the GL account type and code match with the one specified in xtraCHEF. If it doesn't match, update accordingly. Once changes have been made, re-extract the invoices in xtraCHEF under Search invoices.
"QuickBooks connection not established."
You must first connect QuickBooks to xtraCHEF. Read or .
This type of error indicates that no payment method has been assigned for receipts. Whenever invoices are processed under the RC (receipt) document type, it is required that you assign a payment method to extract the invoice to QuickBooks.
To assign a payment method:
Once the payment method has been assigned, you can then re-extract all failed invoices for them to be reflected in QuickBooks.
This invoice is not being extracted due to the accounting period being closed for the invoice date. If you need to extract the invoice from QuickBooks, you can update the invoice date to the current accounting period.
This error message appears when there is a mismatch of GL code information. Please ensure that the GL code listed in both xtraCHEF and QuickBooks are identical.
To resolve this, you must move the invoice status from "Pending" to "Processed".
First, ensure that the GL code and category, vendor code, and invoice status have been assigned to the invoices.
This type of error indicates that the same invoice number has already been extracted into your QuickBooks. Check your accounting software if the same invoice number is already there.
This error is due to how your header-level charges are being distributed. xtraCHEF has four header-level charges that can be distributed to your preference: Sales Tax, Freight/Distribution Charges, Discounts, and Other Charges.
You have 3 options to handle these header level charges: Distribute evenly among all GL Codes applied to the invoice, Apply only to the GL Code with the highest cost listed on the invoice or apply to a specific GL code within your QuickBooks system.
If no preference is listed, xtraCHEF will apply these to default GLs: XCG-FC, XCG-OC, XCG-DC, and XCG-TAX. If this error is appearing and you need to have the default header breakout altered, please let us know your header level extract preferences at support@xtrachef.com.