Configure QuickBooks Integration Settings

QuickBooks Integration Settings is where you configure ongoing behavior for an already-connected QuickBooks account. For connecting QuickBooks for the first time, see Setup QuickBooks Online or Setup QuickBooks Desktop.

Clear Sync Dates

The Clear Sync Dates button is on the QuickBooks integration page, not the settings form itself. It clears every sync timestamp, so Maxio re-fetches all relevant records from QuickBooks on your next sync. This doesn't duplicate information in either system: incoming records are matched against your existing Maxio records, and outbound records are determined by whether they've ever synced, not by these timestamps.

WARNING: This action cannot be undone.

You can also edit the sync stamp of an individual action by selecting Edit in the Actions column. To clear a single entry, delete all values using the Delete key, not the spacebar. If you edit a sync stamp instead of clearing it, use the full format, for example 2025-01-16 13:06:44.

See Configure QuickBooks Integration Settings Fields for a comprehensive list of available settings.

Continue on Error

(QuickBooks Online only) Continue on Error controls what happens when a sync run hits a record-level error partway through:

• Enabled - The sync logs the failed record as a sync issue, skips it, and continues processing the remaining records in that step and any later steps.
• Disabled (default) - A record-level error stops the current sync step and prevents any later steps in that run from executing.

A fatal error or connection failure stops the sync either way, regardless of this setting.

Enable this in high-volume sync environments where an occasional bad record is expected and you don't want it blocking everything else. Leave it disabled when you'd rather have a sync stop immediately so you can fix a data issue before anything else syncs, or when a partial sync could create reconciliation problems.

After a sync, review any skipped records in your sync issues list, resolve the underlying problem, and re-run the sync.

Default Invoice and Credit Memo Templates

(QuickBooks Desktop only) Select a default Template for Invoices and a default Template for Credit Memos. Both dropdowns are populated by your synced QuickBooks Templates, so if either is empty, run a sync and try again.

If no default Template is selected for your Maxio account, and none is selected for the Customer or the specific Invoice or Credit Memo either, QuickBooks uses whatever Template it would apply on its own. See Sync QuickBooks Invoices for the full Template selection order.

Send Contracts to QuickBooks as SubCustomers/Jobs

This optional feature changes whether QuickBooks sub-customers sync into Maxio as independent Customers or as Contracts under a parent Customer. It's enabled by Maxio Support, not from your own Integration Settings. Contact support@maxio.com if you're interested in using it. See Sync QuickBooks Customers for how this setting affects your data.

The Contract Billing Profile and parent-child relationships within Maxio's Customer Analytics fields may provide a suitable alternative for some workflows, without needing to send Contract information to QuickBooks at all.

Per-merchant custom sync settings

If you use Maxio Payments powered by Adyen with more than one merchant account, such as separate merchants for different currencies or legal entities, you can override several QuickBooks sync settings for a specific merchant instead of using your account-wide defaults:

• Bank Deposit Account
• Credit Card and ACH Fee Account
• Unassociated Payments Account - for payments that can't be associated with an Invoice.
• Default Payment Method - the fallback payment method used for payments that don't specify one. Required to send refunds.
• Refund Source Account - normally Undeposited Funds.
• Sync Test Data to QuickBooks - only check this if you're testing the Maxio-to-QuickBooks payment and deposit sync.

Manage these overrides from the QuickBooks Integration Settings page, where they appear as an editable list beneath your account-wide settings. The QuickBooks integration page also lists a Per-Merchant Sync Settings Overrides summary, flagging any merchant that's missing a value a warning calls out as necessary, such as a Default Payment Method needed to send refunds.

Related information

For an overview of how Maxio and QuickBooks share data, see Understand the QuickBooks Integration.

For the full set of sync conditions these settings affect, see Sync QuickBooks Data.

For how the Adyen and payment settings above affect what syncs, see Sync QuickBooks Payments and Deposits.