QuickBooks Actions That Affect Maxio

A handful of actions taken directly in QuickBooks have real, sometimes unexpected consequences in Maxio. Some are worth avoiding entirely; others just need care, and an understanding of what happens next.

Changing an Invoice's Customer also moves its Transaction

If you change the Customer on a synced Invoice, Credit Memo, or Sales Receipt in QuickBooks, and its Invoice Line Item already has a linked Transaction, Maxio automatically moves that Transaction to the new Customer's Contract on your next sync. Since this moves real financial data, confirm that's actually what you want before you make the change.

This automatic move only happens outside your Closing Date. If the Invoice falls within the Closing Date, the Transaction doesn't move, and you'll need to move it manually to match.

Deleting Invoices and Credit Memos makes an out-of-balance condition harder to fix

Voiding is better record-keeping, and it makes an out-of-balance condition much easier to spot and fix than a deletion does.

Merging Customers can throw your data out of balance

Merging two Customers in QuickBooks moves one Customer's Invoices to the other and deletes or deactivates the emptied Customer, which can create an out-of-balance condition in Maxio. See Merge QuickBooks Customers the Right Way if you need to do this.

Merging Items or Products isn't reflected in Maxio

Merging two Items (QuickBooks Desktop) or Products (QuickBooks Online) isn't reflected in Maxio at all. Maxio has no way to detect that a merge happened, so your Items and Invoices in Maxio stop matching what's in QuickBooks, and Maxio can't reconcile the difference on its own. If this happens, contact support@maxio.com, who can correct your Maxio data. This is fee-based work.

Making an Item inactive in QuickBooks doesn't make it inactive in Maxio

Item active status is tracked separately in QuickBooks and in Maxio; making an Item inactive in QuickBooks doesn't make it inactive in Maxio. If you make an Item inactive in QuickBooks, make the same change to it in Maxio.

The Maxio Item name doesn't need to match its QuickBooks Item/Product name; they're named the same by default. QuickBooks Desktop: Item names only sync one direction, from QuickBooks to Maxio, so renaming an Item in Maxio never reaches QuickBooks Desktop. QuickBooks Online: renaming an Item in Maxio does sync to QuickBooks Online on your next sync, so a Maxio-side rename will change the name there too.

Pasting text into QuickBooks or Maxio can cause sync issues

Pasted names, email addresses, or other text can carry extra spaces or non-standard characters that cause sync issues.

Related information

For the full Invoice and Customer sync conditions these actions can affect, see Sync QuickBooks Invoices and Sync QuickBooks Customers.