Change or Convert Your QuickBooks Connection

If you have an active QuickBooks integration and want to connect Maxio to a different QuickBooks account or file, there are major considerations to understand first.

If you haven't connected QuickBooks and Maxio yet, this doesn't apply to you — it's only for accounts that already have an active QuickBooks integration and want to change it.

You might be considering one of these changes:

• Converting your QuickBooks Desktop file to QuickBooks Online
• Converting your QuickBooks Online account to QuickBooks Desktop
• Swapping one QuickBooks Desktop file for a different QuickBooks Desktop file
• Swapping one QuickBooks Online account for a different QuickBooks Online account
• Moving your QuickBooks Desktop file to cloud hosting with a third-party provider (not the same as QuickBooks Online)

Every one of these needs real consideration before you act.

Hosting QuickBooks Desktop in the cloud

Moving your QuickBooks Desktop file to third-party cloud hosting, such as Right Networks, is not the same as switching to QuickBooks Online, and it's low-effort by comparison: reinstall a QWC file or two in the Web Connector, and Maxio is back up and running. That might take five minutes, or longer if you need your hosting provider's help. Either way, it doesn't require a paid Professional Services engagement.

Weigh the costs and benefits of actually converting to QuickBooks Online against simply hosting QuickBooks Desktop in the cloud before deciding between them.

Converting from QuickBooks Desktop to QuickBooks Online

Important: Converting from QuickBooks Desktop to QuickBooks Online has a significant impact on your Maxio account. It requires a technical re-implementation and a paid Professional Services engagement. In most cases there's no work for you to do; Maxio handles the project. See What the Professional Services project involves below.

Converting from QuickBooks Online to QuickBooks Desktop

Important: Converting from QuickBooks Online to QuickBooks Desktop has a significant impact on your Maxio account. It requires a technical re-implementation and a paid Professional Services engagement. In most cases there's no work for you to do; Maxio handles the project. See What the Professional Services project involves below.

Swapping your QuickBooks company file or account

You might swap out the QuickBooks company file or account Maxio connects to for various reasons, such as a corrupted file or a major change in your business. You're keeping the same QuickBooks product (Desktop or Online), just changing which file or account it connects to.

Important: Changing the QuickBooks company file or account Maxio is connected to has a significant impact on your Maxio account. Even though you're staying on the same QuickBooks product, it still requires a technical re-implementation and a paid Professional Services engagement.

What the Professional Services project involves

Every scenario above that requires Professional Services needs the same underlying project:

• Creating a new Maxio account
• Syncing the new Maxio account to the new QuickBooks file or account
• Porting all data from the old Maxio account to the new one

This is a genuinely complex project. How complex depends on your data volume, data quality, and how much of either system's functionality you're using.

A few things worth knowing about this project:

• It will incur a cost. Contact support@maxio.com for specifics.
• It typically takes 2-3 business days, during which you can't use Maxio or QuickBooks' invoicing functionality.
• The 2-3 day estimate can run longer if unforeseen challenges come up, given how involved this work is.
• Schedule it at least 2 weeks in advance.
• You'll need a team member with deep knowledge of your QuickBooks data, and the authority to make decisions about it, available throughout the project.
• At least 24 hours before the project starts, complete the first sync between Maxio and your new QuickBooks file or account. See Setup QuickBooks Online or Setup QuickBooks Desktop.
• Open, unpaid Invoices already synced between Maxio and QuickBooks stay synced with QuickBooks in your new Maxio account. Every other historical or future Invoice ports to the new Maxio account without syncing to QuickBooks, unless it's future-dated, in which case it syncs once it comes due, if you choose to sync it.
• The project can't start until any open balance from previous Maxio projects is paid.

Contact support@maxio.com to schedule this project or ask questions.

Why this takes time and costs money

None of the QuickBooks record IDs that link your Maxio data to your QuickBooks data carry over to a new QuickBooks company file or account, whether you're switching QuickBooks products or just switching files within the same product. Without those IDs, Maxio has no way to reconnect your existing records to the new ones QuickBooks creates. The project involves exporting your data, preparing and cleaning it, and importing it into the new setup. Maxio has a well-practiced process for this, but it's genuinely time-consuming.

Contact support@maxio.com to schedule this project or ask questions.

Related information

For an overview of how Maxio and QuickBooks share data, see Understand the QuickBooks Integration.