Campfire Troubleshooting and FAQs

Resolve the problems that most often stop records from reaching Campfire, in the order you're likely to meet them, from connecting through month-end journal entries. Most of these problems also log a sync issue that names the record, which you can find on the Campfire Sync Issues list.

Troubleshooting common issues

Each topic below starts with what you see, then explains the cause and the fix.

Connecting shows "Authentication failed"

Maxio tests the API key with Campfire before saving it. If Campfire rejects the key, Maxio shows Authentication failed. Check the API key and try again. and doesn't save it. Generate a new API key in Campfire, then connect again. If Maxio can't reach Campfire at all, the message starts with Could not reach Campfire instead; try again later.

Account lists are empty in the integration settings

Connecting retrieves only your Campfire entities, so Default Entity has choices right away, but the account lists don't. Credit Memo AR Account and the deposit accounts fill in after the first sync runs Get Chart of Accounts. Run a sync, then open Edit Settings again. Every list stays unavailable while Campfire isn't connected.

Deposit Source Account won't save

Maxio shows Must be the bank account the Send Payments mapping posts payments to, or that account never clears. The Deposit Source Account must be the same bank account selected in the Send Payments mapping, because Deposit journal entries clear the Payments posted there. Select that account, or change the Send Payments mapping first. See Configure the Campfire Integration.

Send steps are missing from the sync step list

The Send steps appear only after Maxio Support turns them on for your account. Until then, syncs only retrieve data from Campfire. Contact Maxio Support when your settings and mappings are ready.

New items show "Item needs a Maxio Profile"

Each Item that Get Products creates needs a Maxio Profile, and syncing with Campfire works only after every Campfire Item has one. Complete the profile for each new Item, or turn on Automatically Generate Maxio Profiles for Items so new Items don't need one. See Automatically Generate Maxio Profiles for Items.

An item shows "No Campfire GL Account"

An Item is sent to Campfire only when its GL Account is linked to a Campfire account. Edit the Item and choose a GL Account that came from Campfire through Get Chart of Accounts.

A Customer is marked Do Not Sync after a sync

When a Customer's name matches more than one Campfire vendor or Customer, Maxio can't tell which record to link, so it marks the Customer Do Not Sync and logs a sync issue. Rename one of the records so the name is unique, or set the vendor's external_id in Campfire to the key named in the sync issue. Then save the vendor in Campfire so the next sync picks it up.

A Customer whose linked vendor was deleted in Campfire is also marked Do Not Sync, so it isn't recreated by mistake. Clear the flag to send it again as a new vendor.

Invoices with sales tax aren't sent

An Invoice with sales tax can't be sent until a Sales Tax Item is chosen in Send Invoice Sales Tax As, and that Item is linked to Campfire. If AvaTax commits tax automatically or a tax service is set up in Advanced Billing, Send Invoices doesn't run at all without it.

An invoice is held back because Campfire has the same number

If Campfire already has an invoice with the same number for a different customer, Maxio doesn't link the two. It holds the Maxio Invoice back from Send Invoices so Campfire doesn't get a duplicate, and logs a sync issue. Renumber the Maxio Invoice to release it.

An invoice, credit memo, or payment isn't sent because of its currency

Each Send step posts to one Campfire entity, and sends only records in that entity's currency. A record in another currency logs a sync issue and stays in Maxio. See Sync Data Between Maxio and Campfire.

Payments aren't sent

Send Payments sends nothing until you select a Campfire bank account in its mapping, and logs Payments cannot be sent to Campfire because no Campfire bank account is selected in the Send Payments mapping. Select the account in the row whose Campfire Field is account_id.

If the account is set, check the Payment itself. Send Payments sends only Payments that are fully applied to Invoices, and only after the Invoice and the Payment's Customer are linked to Campfire. Run Send Invoices and Send Customers first.

Credit memos aren't sent

Send Credit Memos sends nothing until Credit Memo AR Account names an Accounts Receivable account, and logs Credit memos cannot be sent: no valid Accounts Receivable account is set in Campfire Settings (Credit Memo AR Account). Choose an AR chart account and sync again. Choose the account in Edit Settings, then sync again.

A payment or credit memo voided in Campfire logs a sync issue

When a Payment that came from Maxio is voided in Campfire, Maxio doesn't void it, and logs a sync issue so you can review and reconcile it in Maxio. A voided credit memo is treated the same way, because Maxio has no void for credit memos: reverse the credit memo in Maxio instead.

A record fixed in Campfire still isn't retrieved

A Get step retrieves only records that changed in Campfire since its last sync date. After you fix a record, edit it in Campfire, or clear the step's last sync date so the next sync retrieves every record again. See Monitor and Run Campfire Syncs.

Advanced Revenue Summary journal entries don't sync

An Advanced Revenue Summary journal entry posts to Campfire only when the GL Sync configuration has an Entity and every report account is linked to a Campfire account. Check the message on the failed sync:

• Campfire journal entries require a selected entity. Select an Entity in the report's GL Sync panel.
• Maxio account '...' was not found in the chart of accounts. Add a Maxio Account with that exact name.
• Link Maxio account '...' to a Campfire chart-of-accounts record before syncing. Set the Account's Linked GL Account to a GL Account that came from Campfire.

Frequently asked questions

These questions come up most often when teams evaluate or start using the integration.

Does the integration send revenue journal entries, or only invoices and customers?

Both. The sync steps send records such as Customers, Invoices, Payments, and credit memos. Advanced Revenue Summary GL Sync separately posts the report's Consolidated Journal Entries to Campfire as one journal entry per period. See Advanced Revenue Summary journal entries.

Are contracts or subscriptions created in Campfire?

No. Contracts and Subscriptions stay in Maxio. Campfire receives the Invoices they produce, and recognized revenue arrives as a journal entry for each period through Advanced Revenue Summary GL Sync.

How do Maxio Payments clear against my bank feed in Campfire?

Send Payments records each Payment against its Campfire invoice and posts it to the bank account selected in its mapping. Send Deposits then posts each Deposit as a journal entry that credits that same account, the Deposit Source Account, and debits the Deposit Bank Account with the net amount. How Campfire matches that journal entry to a bank feed transaction is set in Campfire, not in Maxio.

Does every invoice line need a Campfire product?

For Invoices, yes. Every Item on an Invoice must be linked to a Campfire product before Send Invoices sends it. Credit memos are different: each line posts to its Item's GL Account, and the product is included only when the Item is linked to one.

Can I test the integration in a sandbox?

Not yet. Campfire doesn't offer a sandbox environment, so the integration always connects to live Campfire data. To limit what a first sync touches, set Sync Records On Or After to a recent date and keep the Send steps off until you've reviewed the retrieved data.