Sync QuickBooks Data

Customers, Invoices, and Credit Memos sync bidirectionally between Maxio and QuickBooks. Reference data, like your Chart of Accounts, syncs one direction only, from QuickBooks to Maxio, and some data never syncs at all. Each record type also has its own sync conditions and field-level rules, covered in its own article below.

Reference data

QuickBooks syncs the following reference data to Maxio. You can't edit it in Maxio:

• Accounts - Chart of Accounts. You can add and edit the distinct list of Accounts in Maxio; QuickBooks Accounts are matched to Maxio Accounts, which are used in Finance Reports.
• Payment Terms - Invoice Payment Terms, such as Net 30.
• Classes - Used with Invoicing.
• Currencies - If multi-currency is enabled in QuickBooks.
• Payment Methods - Invoice Payment Methods, such as Check or Credit Card.

QuickBooks Desktop only also syncs Customer Messages, Sales Reps, Sales Tax Codes, Sales Tax Items, Templates, Customer Types, and Job Types as reference data.

What never syncs

The following never syncs, in either direction:

• Credit Card information stored in QuickBooks. Maxio has no credit card data fields and prohibits storing credit card information other than through Stripe.
• Journal Adjustments.
• Bank account information and other financial transactions, such as deposits and checks recorded directly in QuickBooks.
• Employee and Payroll information and transactions.
• Vendor information.
• Expenses and expense payments.
• Inventory information.

QuickBooks Online also doesn't retain certain deleted records, such as deleted Invoices, past 30 days. Sync at least that often to avoid missing that data in Maxio.

Customers, Invoices, Credit Memos, and Payments

Each of these record types has its own sync conditions, field-level behavior, and product-specific differences between QuickBooks Online and QuickBooks Desktop:

• Sync QuickBooks Customers - How Customers sync, including what happens when a Customer is deleted, made inactive, or duplicated in QuickBooks, and how QuickBooks sub-customers map to Maxio Customers and Contracts.
• Sync QuickBooks Invoices - The conditions an Invoice has to meet to sync in either direction, how Invoice Numbers work across both systems, what happens when you edit or delete a synced Invoice, and how Discounts, custom fields, and templates apply to Invoices.
• Sync QuickBooks Credit Memos - How Credit Memos differ from Invoices in Maxio, and the handful of sync rules specific to Credit Memos, like Discount Item restrictions on QuickBooks Desktop.
• Sync QuickBooks Payments and Deposits - If you use Stripe or Stax as your e-Bill payment processor, how your Payments and Deposits sync into QuickBooks, including fee handling and required account setup.

Related information

For the settings that control sync behavior, see Configure QuickBooks Integration Settings and Configure QuickBooks Integration Settings Fields.