If you use Topo for data syncing, you’ve probably hit a snag or two. Maybe data’s not showing up where it should, or syncs stall for no clear reason. This guide is for folks who want to get their data moving again without wading through marketing fluff or finger-pointing support tickets. We’ll tackle the most common sync issues in Topo, show you how to fix them, and tell you what’s really worth your time.
Who this is for
If you’re an admin, developer, or just the one who gets stuck fixing sync problems, you’re in the right place. You don’t need to be a Topo power user, but you should have access to your Topo dashboard and maybe a bit of log-reading patience.
1. Start with the (Boring) Basics
I know, you want the advanced stuff. But honestly, half of all sync issues in Topo come down to the basics:
- Credentials expired or wrong: The #1 culprit. Double-check API keys, OAuth tokens, and service account permissions.
- Network hiccups: Spotty connections or firewalls can block syncs.
- Source or destination system changed: If someone changed field names, data types, or disabled endpoints, syncs will break—Topo can't magically keep up.
- Time zone mismatches: This one sneaks up, especially if you’re syncing data across regions.
What to do: - Log into your Topo dashboard. Check the status of your syncs. - Re-authenticate connectors if you see error messages about permissions or expired tokens. - Ping your endpoints manually (e.g., curl or Postman). If they don’t reply, fix that first. - Verify that your source and destination schemas match what Topo expects.
Pro tip: Don’t assume someone else hasn’t changed an API or password. It happens all the time. Check the audit logs if you have them.
2. Pinpoint Where the Sync Fails
Not all sync failures are created equal. Topo syncs usually fail in one of three places:
- At the source: Topo can’t pull data.
- In transit: Data gets mangled, dropped, or times out.
- At the destination: Topo can’t write data.
How to tell:
- Source errors show up as “Failed to fetch data” or “Authentication error.”
- Transit errors might show cryptic messages about serialization, size limits, or timeouts.
- Destination errors usually say “Write failed,” “Schema mismatch,” or “Permission denied.”
What to do: 1. Open the sync run logs in Topo’s dashboard. Find the error messages—Topo is decent at logging the step that failed. 2. Don’t just read the last error. Scroll up for context—sometimes the real issue is a few steps before the “fatal” error. 3. If you see “partial success,” that means some records went through and others didn’t. Note which ones failed and why.
3. The Most Common Sync Issues (And How To Fix Them)
Here’s what actually goes wrong, again and again:
a. Credentials and Permissions
- Symptoms: “Authentication failed,” “Unauthorized,” or “403 Forbidden.”
- Fix: Reconnect the integration. Double-check if the account used by Topo still has access. If your org uses SSO or rotates secrets, make sure the new ones are in Topo.
Ignore advice that says “wait and try later” unless you know the credentials are being rotated. Waiting rarely fixes auth problems.
b. Schema Drift
- Symptoms: “Field not found,” “Type mismatch,” or records vanishing with no warning.
- Fix: Compare your source and destination schemas. Has someone renamed a field in your CRM or data warehouse? Did the data type change (e.g., string to integer)? Update your Topo mapping to match.
Pro tip: Topo usually won’t auto-update mappings if your schema changes. You have to do this yourself.
c. Data Volume and Rate Limits
- Symptoms: Sync runs forever, times out, or fails with “rate limit exceeded.”
- Fix: Check if your data source or destination has API rate limits. Topo tries to throttle, but it can still hit limits on busy days. If possible, split your syncs into smaller batches, or schedule them during off-peak hours.
Don’t waste time upping your Topo plan unless you’re sure the problem isn’t on the vendor’s end. Most of the time, it’s their rate limits, not Topo’s.
d. Data Format Issues
- Symptoms: “Invalid JSON,” “CSV parse error,” or “Unexpected null value.”
- Fix: Look at a sample payload. Did someone start sending nested data where flat rows are expected? Did a required field become optional? Fix the upstream data, or adjust your Topo transformation rules.
It’s almost always faster to fix the data at the source than to write a complex transformation in Topo.
e. Timeouts and Large Payloads
- Symptoms: Sync fails after a long wait, or only partial records are delivered.
- Fix: Break up large data sets into smaller chunks, or increase timeout settings if your endpoints allow it. Topo can only do so much if the API you’re working with is slow or flaky.
If you’re syncing huge historical data, do it in batches. Trying to sync a year’s worth of data at once is asking for pain.
f. Duplicate Records
- Symptoms: You see the same records over and over, or duplicates pile up in the destination.
- Fix: Check your deduplication settings in Topo. Make sure you’ve set primary keys or unique identifiers. If your source data doesn’t have a good unique field, you may need to add one.
Ignore any advice that says “Topo handles deduplication automatically.” It only works if you set it up right.
4. Less Common, But Nasty: Silent Failures
Sometimes syncs “succeed” but the data’s wrong. This is sneakier and harder to catch.
- Symptoms: Data is missing, incomplete, or subtly wrong—no errors in Topo.
- Fix: Spot-check your data. Compare record counts and sample records between source and destination.
- If you find mismatches, look for:
- Filters or queries in Topo that are too restrictive
- Time zone or date range mismatches
- Data truncation (e.g., long strings getting cut off)
Automation is great, but nothing beats a quick manual check after a schema or mapping change.
5. When to Contact Support (and What to Send)
If you’ve tried the above and still can’t find the problem, it’s time to loop in support. Here’s how to avoid the dreaded “Can you send more details?” email ping-pong:
- Include a timestamp and run ID of the failed sync.
- List what you’ve already tried.
- Attach relevant logs or screenshots—not just the error message.
Don’t bother sending vague “it doesn’t work” tickets. Be specific, and you’ll get a faster answer.
6. Preventing Sync Issues in the First Place
No tool is magic, but you can dodge most headaches with a bit of foresight:
- Set up alerts: Topo can notify you when syncs fail. Turn this on, but adjust your thresholds to avoid alert fatigue.
- Document your mappings: Keep a simple doc of your source and destination schemas, and update it when you make changes.
- Schedule regular reviews: Every month, spot-check your syncs—especially if your data sources or destinations are fast-changing SaaS apps.
The best fix is not needing one. Most recurring issues are preventable with a little hygiene.
Keep It Simple and Iterate
Data syncs will break. That’s just life with APIs and third-party tools. But most problems aren’t mysterious—they’re usually about credentials, schemas, or volume. When in doubt, start with the basics, trust your logs, and don’t overcomplicate things. Fix what you can, skip what isn’t worth your time, and keep your troubleshooting process lean. The less you fiddle, the smoother your data will flow.