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Last updated on Aug 20, 2026
You have one or more Items set to sync that are Inactive in QuickBooks Desktop, or that have been deleted in QuickBooks Online. An Invoice created in Maxio that uses an Item in this condition is rejected by QuickBooks when Maxio tries to sync it.
Every Item that's connected to QuickBooks carries two independent settings in Maxio: Sync Invoices, which controls whether Invoice Line Items using that Item are allowed to sync at all, and Is Active in GL, which reflects whether QuickBooks currently considers the Item active. This issue occurs when Sync Invoices is set to Yes but Is Active in GL is No — Maxio is still trying to sync Invoices for an Item that QuickBooks no longer considers usable.
In QuickBooks Desktop, an Item ends up in this state when it's manually set to Inactive. In QuickBooks Online, it happens when the matching Product is deleted; QuickBooks Online syncs that change to Maxio as the Item's Is Active in GL setting turning off at the next sync.
If you're connected to QuickBooks Online, Maxio also lists this condition directly as a blocker on the QuickBooks integration page:
Item is inactive in QuickBooks Online. Invoices containing this Item will not sync to QuickBooks Online.
There are two ways to resolve this, depending on whether you still need the Item.
If you still need the Item, reactivate it where it lives: make the Item Active again in QuickBooks Desktop, or undelete the Product in QuickBooks Online (see the QuickBooks Online section below for how that works). Then run a sync so Maxio picks up the updated status.
If you no longer need the Item, set it to Inactive in Maxio and discontinue using it going forward. This only affects whether the Item is available for new Invoices in Maxio; it doesn't require any change in QuickBooks.
QuickBooks Online's "delete" is not a true removal. Deleting a Product in QuickBooks Online only sets its status to Inactive/Deleted in QuickBooks Online's own data — the Product still exists and remains attached to any Invoice that already used it, now shown with "(deleted)" appended to its name in QuickBooks Online. Deleting the Product does not change how that existing Invoice reports in QuickBooks Online, but the Product is no longer available for use on new Invoices there.
Once QuickBooks Online deletes a Product, the matching Item in Maxio is set to Inactive at the next sync. You can override this by editing the Item and setting it back to Active in Maxio, but doing so does not fix the sync issue: the Product is still Inactive in QuickBooks Online, so an Invoice that uses this Item still will not sync to QuickBooks Online. To actually resolve it, undelete the Product in QuickBooks Online itself.
Changes made to an Invoice Line Item's Amount, Quantity, or Description on an existing QuickBooks Online Invoice will continue to sync to Maxio even after the Product on that line has been deleted in QuickBooks Online.
For steps to add, edit, and remove Items in Maxio, including how to mark an Item Inactive, see Items Overview (Add, Edit, & Remove).
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