QuickBooks Online Invoice Sync Errors

Maxio sends Invoices to QuickBooks Online in a batch. When QuickBooks Online rejects one Invoice in that batch, it returns its own error text for that record, the rest of the batch still processes, and the error appears in the QuickBooks Sync Issues list in Maxio.

Deleted Item used on an Invoice line

QuickBooks Online rejects an Invoice Line Item that uses an Item you've deleted there, returning an error similar to this:

Example: Invalid Reference Id (Details: Invalid Reference Id: One of the list elements assigned to this transaction has been deleted. Before you can modify this transaction, you must restore Product A Gone (deleted).)

QuickBooks Online appends (deleted) to the name of any Item it still needs to reference from past transactions. To find it, go to Admin > Items and look in the QuickBooks Item Name column for a name ending in (deleted). Then, in the QuickBooks Sync Issues list, find the affected Invoice and either delete the Invoice Line Item that uses the deleted Item or change it to use a different Item. You can also restore the Item in QuickBooks Online itself and sync again.

Invoice dated before your QuickBooks Closing Date

QuickBooks Online returns an Account Period Closed error when you try to send an Invoice dated on or before your closing date. QuickBooks Online doesn't expose its own closing date through its API, so Maxio can't read it directly. Instead, you maintain a matching QuickBooks Closing Date in Configure QuickBooks Integration Settings Fields. See Closing dates and locks for how this differs from the separate Maxio Closing Date.

This error means one of two things: either the Invoice date genuinely falls before the closing period and needs to move, or the QuickBooks Closing Date stored in Maxio is stale and no longer matches QuickBooks Online. Change the Invoice's date to fall after the closing date, or correct the QuickBooks Closing Date in Maxio, then sync again.

Deleted Customer used on an Invoice

QuickBooks Online returns an Invalid Customer error when an Invoice references a Customer you've deleted there. In the QuickBooks Sync Issues list, find Invoices tied to a Customer whose name ends in (deleted). Remove the Invoice Line Items for that Customer, or reactivate the Customer in QuickBooks Online and sync again.

Duplicate invoice number already exists in QuickBooks

QuickBooks Online returns a Duplicate Document Number error when the number Maxio sends for an Invoice matches a number already used on another transaction there. This is the Invoice's QuickBooks Invoice Number field (shown as QuickBooks Invoice # in list views), which defaults to the Invoice's Maxio Invoice Number but can be changed independently. Change the QuickBooks Invoice Number to a value that doesn't already exist in QuickBooks Online, then sync again.

Invoice returns with no result

Occasionally an Invoice in a sync batch comes back from QuickBooks Online with neither a success result nor an error message, so nothing in Maxio identifies the cause. If you run into this, contact support@maxio.com for further diagnosis.