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Last updated on Aug 30, 2026
This is a field-by-field reference for every setting on the QuickBooks Integration Settings page. See Configure QuickBooks Integration Settings for the settings that need more context than a single description.
| Setting | Description |
|---|---|
| QuickBooks Online Sync Schedule | Set the sync schedule to one of:
|
| Payments Sync Schedule | Set the payment sync schedule to one of:
|
| Get Receipts | Enables fetching Sales Receipts from QuickBooks. In QuickBooks, Sales Receipts and Invoices are different objects. |
| Store Invoice ID in QuickBooks Custom Field | (QuickBooks Online only) Stores the Maxio Invoice ID in one of the three QuickBooks Online custom invoice fields. If a sync is interrupted and QuickBooks returns the same Invoice under more than one reference, Maxio uses this stored ID to recognize it's the same Invoice, rather than sending it a second time. |
| Store PO Number in QuickBooks Custom Field | (QuickBooks Online only) Select the custom field you've defined in QuickBooks Online as your PO Number. |
| Allow QuickBooks to Generate Invoice Numbers | An Invoice in Maxio has both a Maxio Invoice Number and a QuickBooks Invoice Number. By default, Maxio creates an Invoice Number and sets both fields to match. Enable this option if you want QuickBooks to assign its own Invoice Number instead. When enabled, Maxio doesn't insert a QuickBooks Invoice Number when the Invoice is created, and QuickBooks assigns its own when the Invoice syncs. See Sync QuickBooks Invoices for the full numbering behavior. |
| Automatically Generate Maxio Accounts | (Highly Recommended) Automatically creates Accounts in Maxio using your existing QuickBooks Accounts. Enabled by default. |
| Automatically Generate Maxio Profiles for Items | A Maxio Profile is the group of settings that controls revenue recognition, invoicing method, and other behavior Maxio handles that QuickBooks doesn't. |
Important: Don't enable this setting if you have recurring Items/Products linked to Income Accounts in QuickBooks.
With this setting enabled, Maxio automatically creates a Profile for any new Item/Product synced in from QuickBooks after you turn it on. Items that already existed in Maxio before you enabled this setting are unaffected. When this setting is off, you set each Item's Maxio Profile manually.
The Profile Maxio generates depends on the QuickBooks account the Item is linked to:
| QuickBooks account type | Item is set to | Duration |
|---|---|---|
| Income | Non-recurring | Start Date equals End Date |
| Other Current Liability, Long Term Liability | Recurring | One year |
| Any other account type | Not set to sync | - |
Every auto-generated Profile also gets these settings:
| Setting | Value |
|---|---|
| Active | Matches the QuickBooks Active setting, and only when the Item is set to sync |
| Default Revenue Recognition | Daily |
| Default Billing Method | All on Invoice Start Date |
| Generate MRR/ARR | On for Recurring Items, off for Non-Recurring Items |
| Enable Create Transactions | True |
| Create Revenue | True |
| Transaction Start Date | Set to the Invoice date |
| Transaction End Date | Calculated using the Duration default |
| Enforce start date after end date | False |
| Renew only transactions with the same item | True |
| Renew all open transactions | True |
| Reconcile required | False |
| Setting | Description |
|---|---|
| Automatically Generate Transactions after Sync | Runs the Generate Transactions function automatically at the end of each sync, building Transactions and Revenues from Invoice Line Items newly synced from QuickBooks. |
| Generate Placeholders for Line Items Received from QuickBooks that have Items set to Not Sync | (Enabled by default) When enabled, an Invoice Line Item received from QuickBooks whose Item is set to not sync generates a zero-value placeholder Line Item in Maxio instead of being skipped. When disabled, such Line Items are ignored, and an Invoice made up entirely of these Line Items is ignored too. A placeholder Line Item shows as $0 in Maxio, but the Invoice's Total and Balance Due still reflect QuickBooks' own totals, which include the non-syncing Line Item's real amount. |
| Get Invoice/Credit Memo Discount As | (QuickBooks Online, US edition only) If an Invoice or Credit Memo pulled from QuickBooks includes a Discount line, select the Item to reflect that discount as a negative Line Item in Maxio. If a synced Invoice or Credit Memo includes a discount and this setting isn't configured, the sync stops until you set it. |
| Send Invoice Sales Tax As | If you add Sales Tax to an Invoice as a Line Item, select the Item to use here. QuickBooks converts that Line Item's Amount into Sales Tax on the QuickBooks Invoice. The selected Item must have Is Sales Tax checked:
|
| Send Payment Terms with Invoice | Sends the Invoice's Payment Terms to QuickBooks. |
| Send Due Date with Invoice | Sends the Invoice's Due Date to QuickBooks. |
| Send Non-Paying Customers | (Enabled by default) When enabled, all Customers sync to QuickBooks regardless of Paying Customer status. When disabled, only Paying Customers sync. |
| Send Zero Amount Invoices | (Enabled by default) When enabled, every Invoice syncs to QuickBooks, even one whose Line Items all have a zero Amount. When disabled, only Invoices with at least one non-zero Line Item sync. |
| Continue on Error | (QuickBooks Online only) Controls whether the sync stops or continues past a record-level error. See Configure QuickBooks Integration Settings for when to use it and how it behaves. |
| Info option | Description |
|---|---|
| QuickBooks Closing Date | (QuickBooks Desktop) Auto-populated from the Closing Date in your QuickBooks file on every sync. (QuickBooks Online) Never synced in either direction; you maintain this date manually in Maxio. See below for how overriding this date works. |
| Get Invoices From QuickBooks Only After Date | Prevents syncing Invoices, Credit Memos, or Sales Receipts dated on or before this date. If you later edit one of these records in QuickBooks with a date before this setting, and the record already exists in Maxio, the edit still syncs to Maxio regardless of this date. Closing Dates can still affect how that change is reflected; a change that violates a Closing Date may be set to zero value. |
| Send Invoices To QuickBooks Only After Date | Prevents syncing Invoices or Credit Memos created in Maxio before this date. |
| Send Invoices To QuickBooks Through Date | Overrides the normal rule that Invoices sync once their date is on or before the day you run the sync. Use this to send all unsynced Invoices through a specific date, such as an entire past month. Maxio clears this override automatically after the next sync. |
| Send Payments to QuickBooks Only After Date | Prevents sending payment records created before this date to QuickBooks. |
| Get Payments From QuickBooks Only After Date | Prevents payment records created in QuickBooks before this date from syncing to Maxio. |
| Send Deposits to QuickBooks Only After Date | Sends Deposits to QuickBooks only if they're dated after this date. |
You can override your QuickBooks Closing Date in Maxio, or clear it entirely, to make changes that would otherwise be blocked by the Closing Date. Changes you make here don't sync back to QuickBooks, and QuickBooks Online has no equivalent field Maxio can read.
WARNING: Clearing this date lets you edit data in your closed period, including adding Invoices and Revenues. Invoices added in the closed period sync to QuickBooks and are saved there unless you also have a Closing Date password set in QuickBooks. This can permanently change historical data.
| Setting | Description |
|---|---|
| Sync Test Data to QuickBooks | Syncs Stripe Test Mode data to QuickBooks. Check this only while testing your deposit settings, since the test data syncs into your real QuickBooks account. QuickBooks Desktop users should test in a test file; QuickBooks Online users should create a separate account for testing (Intuit offers a 30-day free trial for this). |
| Only Sync Payments in Confirmed Batches | (Recommended) Enabled by default. Prevents a Payment from a connected payment provider from syncing to QuickBooks until it's linked to an actual Deposit in Maxio. When enabled, Maxio sends a Payment to QuickBooks only once the corresponding Deposit has synced, so an Invoice in QuickBooks is only marked paid once its Deposit has actually reached your bank. When disabled, Payments sync to QuickBooks on the next sync and sit in Undeposited Funds until a Deposit syncs separately. This affects what shows under the QuickBooks filter on payment and deposit lists: when enabled, QuickBooks: Ready to Send shows no values, and QuickBooks: Will Send shows Payments that will send once their Deposits sync successfully. |
| Default Payment Method | (Cash, Check, or Credit Card) How you intend to issue a refund to a Customer against a Credit Memo. Required to generate refunds through Maxio. Payments and refunds sync to QuickBooks using this method; left blank, they sync with no payment method shown. |
| Refund Source Account | The GL Account a payment is debited to until a bank deposit settles a refund. Typically Undeposited Funds. |
| Bank Deposit Account | The bank account your deposits/transfers are made to. This can't be an Undeposited Funds account. |
| Credit Card and ACH Fee Account | The GL Account that receives debits for your credit card and ACH processing fees. |
| Unassociated Payments Account | An Asset Account you create in QuickBooks to hold payments synced from Maxio that can't be linked to a QuickBooks Invoice during sync, for example when an Invoice is manually marked paid in QuickBooks before Maxio syncs the matching payment. A negative balance here flags these payments for you to resolve in your GL. |
For the settings not covered in this field reference, including Continue on Error, see Configure QuickBooks Integration Settings.
For how the Payment/Deposit sync settings above affect what actually syncs, see Sync QuickBooks Payments and Deposits.
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