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Last updated on Aug 24, 2026
The QuickBooks Desktop integration enables information to flow between your Maxio Platform account and your desktop version of QuickBooks. This article explains how to best maintain data integrity between the two systems and will help you understand the cause and effect of certain settings.
When integration is enabled, QuickBooks remains your primary financial management and reporting system, with Maxio Platform becoming the primary interface for entering new Customers, generating Invoices, recording Revenues, and managing Renewals.
Maxio Platform will enable you to exchange information between your Maxio Platform and QuickBooks accounts by licensing the RevenueBooks connector from Maxio Platform. With your license, Maxio Platform will enable your account and send you a QuickBooks Web Connector configuration file specifically configured to connect your desktop QuickBooks file with your Maxio Platform account. The Web Connector is a free application that ships with all PC desktop versions of QuickBooks.
To exchange information between your QuickBooks file and your Maxio Platform account, you run the Web Connector application on your PC. You can set the Web Connector up to run periodically, or you can click the "sync" icon from the QuickBooks tab in Maxio Platform to manually start the sync at any time.
Microsoft Windows 10, or later, is supported.
The following versions of QuickBooks are supported:
The following versions of QuickBooks are NOT supported:
QuickBooks integration is available by licensing the RevenueBooks connector from Maxio Platform and can only be enabled in your Account by Maxio Support.
Backup both systems! Most importantly, ensure you backup your QuickBooks File prior to the Installation of RevenueBooks. While you likely don't have any production data in your Maxio Platform account, back it up as well as this is good practice before any sync or activation of any integration application (Admin>Backup).
Download a unique QWC file**.** The QWC file includes information unique to your Maxio Platform account. You can have as many QWC files as you need to support as many installations of the Web Connector as are in use. Typically, any computer or user that is going to perform syncing will need a unique QWC. You cannot install the same QWC file on two computers.
If you are running QuickBooks on a remote server and users are using remote access into that server, each unique user login may need a unique QWC file set up depending on how you have set up your Windows administration and security rights.
To download Admin>Integration>QuickBooks, then select the Download QWC File button.
Open the QuickBooks Web Connector application that is installed with your desktop version of QuickBooks.
This application is typically installed with QuickBooks and can be found in the QuickBooks application folder. If it is not installed, download the latest version of the free QuickBooks Web Connector from Intuit and install it.
Select the Add Application button in the bottom right. Select the .qwc file you downloaded.
Authorize. Select "OK" in the dialog that appears:
You may encounter error messages upon clicking "OK" on the above dialog box. An example is as follows - QuickBooks Preferences open, or in Edit mode. It is important that all screens in QuickBooks, whether preferences, settings, or any others, are not being edited or in edit mode. Close all screens and then press "OK".
QuickBooks Web Connector failed to connect. QuickBooks returned the following
error: <QBWC1053: A modal dialog box is showing in the QuickBooks user
interface.>. Fix the problem and then click OK to try again.Verify Certificate. Select to permit Maxio Platform/RevenueBooks to communicate and update your QuickBooks file. Several options are available:
Confirm Access
Set the Password for the QBSYNC user in Maxio Platform**.** From Admin>Users, find the username QBSYNC and select the Change Password link. Enter a strong password and remember it or write it down as you will also have to enter this password into the QWC in the next step.
Sync. In the QWC,
You can the Update Selected button to establish a sync at any time. Subsequent syncs will typically take a minute or two as only changed records are exchanged.
Your first sync will send all your Items, Customers, and Invoices to Maxio Platform and could take from ten minutes to well over an hour, depending on the number of records. The Web Connector Application Progress bar may look as if it is frozen, but will be running. Do not exit or close the Web Connector until the process completes and the Application Progress bar indicates 100%.
You can the Update Selected button to establish a sync at any time. Subsequent syncs will typically take a minute or two as only changed records are exchanged.
Do not set the Auto-Run option in the Web Connector. In addition to the significant load this can place on the Maxio Platform servers, doing so does not provide users the option to review data prior to syncing and review of data prior to syncing is a critical component of the QuickBooks integration architecture, especially when new to the Maxio Platform solution.
Again, we strongly recommend running a Maxio Platform backup (Admin>Backup) and a QuickBooks backup before your first few syncs, as well as any time there is likely to be significant data exchanged between the systems.
If your QWC is not working properly, you may need to uninstall and reinstall the latest version of the Web Connector to version 2.2.0.71. For detailed instructions on making this update and troubleshooting the installation process, please see Web Connect 2.2.0.71 Instructions (QBWC1012).
Go to Admin > Users, select qbsync, then select Change Password.
The Web Connector exchanges data between Maxio Platform and QuickBooks using a special user in your Maxio Platform account named "qbsync." This user is set-up for you in your Maxio Platform account. You cannot edit, remove or rename this user.
As with any user logging in, a password is required. This password is created and managed in Maxio Platform.
The password entered into Maxio Platform for this user is also entered into the Password column of the RevenueBooks row in the Web Connector.
You can change the password for this user as desired. If you change the password in Maxio Platform, you will need to enter the new password into the Intuit Web Connector that communicates with your Maxio Platform account.
If you have more than one Web connector set up to enable different people to sync to your Maxio Platform account, they all use the same qbsync user credentials, and therefore they all use the same password. If you change the qbsync user password, each person must update the password in his or her Web Connector.
The Customer and Invoice To Be Printed (Print Queue) and To Be Emailed (Email Queue) settings in Maxio Platform enable queuing in QuickBooks Desktop of the Invoices sent to QuickBooks Desktop. Invoices can be queued to be email, printed, or both.
You can make the following selections to determine whether Invoices end up in the Print or Email queues in QuickBooks:
The Maxio Platform Customer record includes two special fields:
The Customer record also includes an email address used when sending Invoices to the Customer via email from within QuickBooks.
These fields are set when you create a Customer record in Maxio Platform, and can be edited at any time.
Neither of these settings has an equivalent setting in QuickBooks, and therefore neither is set by editing a Customer record in QuickBooks. (Note, however, that removing the Email address field in QuickBooks will result in the Invoice email preference being turned off/unchecked in Maxio Platform.)
If checked, Maxio Platform sends to QuickBooks with each Invoice that does not have its own To Be Printed or To Be Emailed setting, instructions that the Invoice is to be emailed and/or printed. User action in QuickBooks is still required to actually email or print these Invoices.
To print designated Invoice in QuickBooks Desktop, go to the QuickBooks File menu, select Print Forms, then Invoices to Print Invoices. To email them, select Send Forms, then Email Invoices.
Information Sent From QuickBooks to Maxio Platform:
Information Sent From Maxio Platform to QuickBooks:
Information not synced includes but is not limited to:
Deleting an Invoice or Invoice Line Item in QuickBooks after the Invoice has already been synced to Maxio Platform results in the Invoice Line Items in Maxio Platform being set to zero.
The following QuickBooks Desktop Items are supported for syncing to Maxio Platform. Invoices, Credit Memos, and Sales Receipts that use these Items can sync between QuickBooks and Maxio Platform.
Supported:
The following QuickBooks Desktop Items are NOT supported for syncing to Maxio Platform. Line Items on Invoices, Credit Memos, and Sales Receipts that use these Items will NOT sync between QuickBooks and Maxio Platform.
Not Support:
Note: Make a backup of your QuickBooks file before your first use of the sync**.**
In the QuickBooks Web Connector:
When the application Progress bar at the bottom is 100%, the sync is complete. Do not cancel or exit from the Web connector until the sync completes. Initial syncs can take from ten minutes to over an hour.
With your first sync, all QuickBooks Items will be uploaded to Maxio Platform. With each subsequent sync, new Items added to QuickBooks will sync to Maxio Platform. If the Automatically Generate Maxio Profiles function is disengaged, the QuickBooks Web Connector will provide a message in the Status section whenever Maxio Platform receives a new Item.
Top "Do Not's**"** - The following can cause significant work in adjusting records in Maxio Platform:
Additional "Do Not's":
While we highly recommend NOT deleting Invoices or Credit Memos, if you do and the Invoice/Credit Memo has previously synced to Maxio Platform, deleting it in QuickBooks results in one of the following:
The following features and capabilities are unsupported at this time:
Due to limitations in the QuickBooks APIs, Credit Memos with Discount Line items are not permitted to be entered into Maxio Platform. A Credit Memo is simply an invoice with a negative total amount. An Invoice created in Maxio Platform with a total that is negative cannot contain a QuickBooks Discount Item.
To correct, edit an Invoice with a negative Amount to remove any Discount Items.
The following QuickBooks fields are not supported in Maxio Platform and do not sync from QuickBooks Desktop to Maxio Platform:
Go to Admin > Integration > QuickBooks, then select Update Settings.
QuickBooks Desktop products include the ability to specify a Template when creating an Invoice or Credit Memo. Templates define which QuickBooks fields appear on the credit/edit Invoice/Credit Memo screens in QuickBooks and how the defined fields are displayed on Invoices/Credit Memos printed from within QuickBooks.
Invoices and Credit Memos created in Maxio Platform can include the selection of a Template. The Template assigned by Maxio Platform is based on the following chain of logic:
Different versions of QuickBooks may behave differently when selecting a template. In QuickBooks 2013 and beyond, QuickBooks will select the last template used by the last user that created an Invoice/Credit Memo in QuickBooks itself (as opposed to syncing an Invoice/Credit Memo from Maxio Platform).
This situation will play out as follows:
Jobs is an optional feature in your Maxio Platform account that, when enabled, will allow Sub-Customers created in QuickBooks Desktop to be created as Customers in Maxio Platform (rather than as a Contract under the Parent Customer).
The Jobs feature must be enabled in your Maxio Platform account by submitting a support request. Once enabled, it cannot be disabled. When Jobs support is enabled, there are a number of significant behavioral differences in the way information is organized in Maxio Platform.
When Job support is NOT enabled (default)
When Jobs support is enabled:
QuickBooks supports up to four levels of sub-Jobs, but Maxio Platform only supports one level. A third-level Job in QuickBooks will display as a Contract under the ultimate parent company. All Jobs created in Maxio Platform are created as a first-level Job in QuickBooks.
In QuickBooks, you can associate invoices and expenses with a Job. Expenses can then easily be billed out in an invoice. The QuickBooks Job architecture is a bit confusing, though. In summary:
You can have a single set of Job information associated with a Customer (QuickBooks Customer screen, Jobs tab), and the Job information is stored with the Customer record.
If you need multiple Jobs for a customer, you must use the Add Job function available in the menu:
Once you use the Add Job function in the menu, the Job will appear in the Customer list:
If the parent to which you added the Job had Job Information in the Job tab, QuickBooks will convert that into a sub job as shown above. Sub Jobs (not a QuickBooks term) can also have distinct billing profile information from the parent.
Once a sub-Job is created, you are able to create invoices and expenses for the Job:
For Maxio Platform customers who decide to start using Jobs after their Maxio Platform implementation, we recommend following a specific procedure:
You should also run your Finance Reports to ensure you understand the impact and implications of this change.
If Jobs are enabled after a sync has already been performed:
Moving a Job: If the Job support is enabled in Maxio Platform, you can move a Job from one Customer to another by editing the Job in QuickBooks and selecting a new Customer. Then sync and the Job/Contract with its Transactions, Revenues, and Invoices will move to the selected Customer.
Neither the QuickBooks Closing Date nor the Maxio Platform Closing Date will prevent a Contract from being moved from one Customer to another in Maxio Platform during the sync process. If you reconcile Revenues by Customer, be advised that moving a Job in QuickBooks will result in the movement of the corresponding Contract in Maxio Platform.
Merging Jobs: Merging two Jobs in QuickBooks effectively deletes one Jobs and moves all of its records into the other. Merging of Jobs should be avoided due to the implications and repercussions for Revenue reporting.
The Business Number field on the Additional Information tab on the Customer screen in QuickBooks maps to the Resale Number field in the QuickBooks Billing Profile section of the Maxio Platform Customer screen.
The VAT Registration Number field on the Additional Information tab on the Customer screen in QuickBooks maps to the Resale Number field in the QuickBooks Billing Profile section of the Maxio Platform Customer screen. While this is not a required field in Maxio Platform, it is a required field in QuickBooks to be able to create an Invoice.
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