Sync QuickBooks Customers

Customers created or edited in either Maxio or QuickBooks sync to the other system, but deleting, deactivating, or duplicating a Customer in QuickBooks each behave differently, and a QuickBooks sub-customer needs the right setting to land correctly in Maxio.

What happens when a Customer is deleted or made inactive in QuickBooks

QuickBooks Online has no hard delete for Customers. Making a Customer inactive changes its name in QuickBooks Online to "Name (deleted)," and that name syncs to Maxio as-is. Inactive Customers, and changes to their Invoices, continue to sync. You can't create an Invoice for an inactive Customer. Attempting to sync an Invoice created in Maxio for an inactive Customer returns a sync error.

If you enter the same Customer name in both QuickBooks Online and Maxio and then sync, QuickBooks Online renames the copy coming from Maxio to "Name [duplicate]" to avoid its own duplicate-name restriction, rather than rejecting it. After the next sync, Maxio's copy also shows the "[duplicate]" name.

QuickBooks Online also won't let you create two Customers with the same "Display Name As" value unless one is deleted, since the uniqueness check doesn't apply to deleted Customers. If you delete a Customer and then create another with the same Display Name As value, syncing can produce an error. To resolve it, find the deleted Customer in QuickBooks Online (Reports > Customer Contact List, filter Status = Deleted), restore it, and change its Display Name As value.

Do Not Sync

A Customer with Do Not Sync selected doesn't sync, and none of that Customer's Invoices sync to QuickBooks either. See Sync QuickBooks Invoices for the full set of Invoice sync conditions.

How sub-customers and Jobs sync between Maxio and QuickBooks

QuickBooks sub-customers (called SubCustomers in QuickBooks Online, Jobs in QuickBooks Desktop) can sync into Maxio one of two ways, depending on the optional Send Contracts to QuickBooks as SubCustomers/Jobs setting:

• Setting off (default): a sub-customer created in QuickBooks becomes an independent Customer in Maxio, with no parent/child relationship.
• Setting on: a sub-customer created in QuickBooks becomes a Contract under its parent Customer in Maxio instead. A Maxio Contract can likewise be identified as a Job, which creates a corresponding sub-customer in QuickBooks when synced.

QuickBooks supports up to four levels of nested sub-customers; Maxio supports only one. A third-level sub-customer in QuickBooks displays as a Contract under the ultimate parent company, and every Job created in Maxio becomes a first-level sub-customer in QuickBooks.

WARNING: Turning this setting on or off after your first sync can significantly change your existing data, since existing Customers or Contracts get reclassified based on the new setting. Contact support@maxio.com before changing it on an account that has already synced.

Moving a sub-customer to a different parent Customer in QuickBooks, then syncing, moves the corresponding Contract in Maxio too, along with its Transactions, Revenues, and Invoices. Neither Closing Date prevents this move. Merging two sub-customers in QuickBooks deletes one and moves its records into the other, which has real Revenue-reporting implications, so avoid it.

What happens when a Product on an Invoice is deleted in QuickBooks

QuickBooks Online doesn't delete Products used on Invoices; it marks them Inactive/Deleted instead, and they remain on existing Invoices with "(deleted)" shown. Changes to the Invoice Line Item's Amount, Quantity, or Description continue to sync after the Product is deleted, but the corresponding Item in Maxio can no longer be used on a new Invoice that syncs to QuickBooks.

How Customer Name and Company Name sync between Maxio and QuickBooks

Maxio and QuickBooks each have multiple, distinct name fields on a Customer: a Name and a Company Name in QuickBooks, and a single Name field in Maxio. All three are the same by default when you create a new Customer, but you can change any of them independently afterward. The Name and Company Name fields sync out to QuickBooks.

QuickBooks Online maps Company Name to its Company field, and Name to its Display Name As field. Changing the Display Name in QuickBooks Online updates the Maxio Name field to match; changing the Company Name does the same for Maxio's Company Name.

QuickBooks Desktop maps Name to its Customer Name field, and Company Name to its Company Name field. Changing the Customer Name in QuickBooks Desktop updates the Maxio Name field to match; changing the Company Name does the same for Maxio's Company Name.

Customer fields that don't sync between Maxio and QuickBooks

QuickBooks Online fields not supported in Maxio: MI (middle initial), Suffix, Mobile Phone, Web Site, Is SubCustomer (unless your workflow sends Contracts as SubCustomers), Notes, Shipping Address (though it can be added to an individual Invoice), Preferred Delivery Method, Credit Card Information, Credit Limit, Opening Balance, and Print on Check As.

QuickBooks Desktop fields not supported in Maxio: MI, Cc Email, Web Site, Other 1, Other 2, Shipping Address (though it can be added to an individual Invoice), Preferred Delivery Method, Credit Card Information, Credit Limit, and Price Level.

Non-US QuickBooks Desktop editions map one additional Customer field: for QuickBooks Canada, the Business Number field (Additional Information tab, Customer screen) maps to the Resale Number field in the QuickBooks Billing Profile section of the Maxio Customer screen. For QuickBooks UK, the VAT Registration Number field (same tab) maps to that same Resale Number field. This field isn't required in Maxio, but QuickBooks UK requires it to create an Invoice.

Related information

For the full set of sync conditions across all record types, see Sync QuickBooks Data.

For how Invoices sync once they're tied to a Customer, see Sync QuickBooks Invoices.