Xero

Streamline Accounting for Subscription Businesses

Maxio and Xero work together to automate the order-to-cash workflow for SaaS and subscription businesses.

Why Connect Xero and Maxio?

Connecting Xero and Maxio streamlines your business operations by automatically sharing data between the two systems. With this integration, you only need to enter your customer information, create invoices, and record payments in one place: Maxio.

All that financial data then seamlessly syncs over to your Xero account. This eliminates the hassle of manually transferring things like your customer contacts, invoices, payments, and credit memos between the two platforms.

This means no more double data entry or risking errors from copying information over — instead, Maxio becomes the centralized hub for all your billing and revenue activities, while Xero accurately maintains your books with that same financial transaction data.

How it works

Maxio is a financial operations platform for B2B SaaS companies that serves as a primary interface for managing contracts, transactions, invoices, and payments. This information can then be synced to Xero, keeping your accounting records up to date.

Even better, updates made in either system automatically update the other. This two-way sync gives you:

  • A single view of your financials across platforms
  • Automatic journal entries from Maxio transactions to Xero accounts
  • The ability to email invoices directly from Maxio

With this information flowing between Xero and Maxio, you’ll gain a more holistic understanding of your company’s financial performance.

Product Details

The Xero integration is configured through Maxio’s settings panel.

Within the settings panel, you can choose how frequently you want data to sync between the two systems — nightly, every 4 hours, or even hourly. This automation ensures your records are always up-to-date.

Our Xero integration also lets you streamline your workflow in other ways, too:

  • You can have Maxio automatically create product/service profiles, complete with details like revenue recognition schedules, when new items sync over from Xero. This saves you from having to configure those settings manually.
  • Keeping customer addresses aligned is a snap too. Just map the address fields in Xero that you want to use for billing and shipping addresses in Maxio. No more inconsistent contact info!
  • What about those generic invoice line items that don’t specify a product/service? No problem — you can assign a placeholder item in Maxio to handle those while still maintaining accurate invoice totals.
  • You have full control over what data syncs as well. Date filters let you prevent historical records from crossing over, while also allowing you to backfill recent invoices or payments that didn’t initially sync.
  • Lastly, you can even have Xero generate the invoice numbers to maintain your branded numbering system.

With options for automation frequencies, streamlined product setup, address mapping, placeholder items, date filters, and more, the Xero integration gives you both flexibility and consistency across both platforms.

Further Product Details

Maxio offers closing date, transaction lock date, and Xero lock date options to prevent changes to synced records. While the closing date finalizes Maxio records, the Xero lock date — which occurs on or after the Xero closing date — takes precedence. This ensures data integrity when statutory deadlines are in place for your linked Xero accounting period.

This integration maps Maxio revenue and liability accounts to the corresponding accounts in your Xero chart of accounts. This allows invoices, payments, and credit transactions to post to the proper income, expense, asset, and liability accounts for accurate financial reporting and reconciliation.

When you enable the “Auto Generate Profiles” option, any new items you create in Xero will automatically sync over to Maxio with important profile fields pre-populated based on the account type. And don’t worry, this auto-generation only applies to newly added Xero items. Any existing product/service profiles you already have in Maxio will be left untouched to avoid disrupting your current setup.

Customer records created or updated in Maxio automatically sync to the Contacts section in Xero. Key fields like names, addresses, and contact information remain aligned across both systems. This provides a centralized view of customer data.

Invoices generated in Maxio flow over to Xero in a two-way sync. Invoice details like dates, amounts, line items, and taxes are matched in both platforms. Any updates made to synced invoices in either system will be reflected in the other for consistent billing records.

Similar to invoices, payments received and recorded in Maxio are automatically logged in the Xero account register. This seamless sync ensures payment data is current in both systems for monitoring receivables without redundant data entry.

Credit memos issued against invoices in Maxio convert to credit note transactions in Xero. The original invoices are adjusted in both systems so financial records remain aligned with refunds or adjustments applied to customer accounts.

When payments are processed in Maxio, any third-party fees charged by the payment processor (e.g. credit card processing fees) are calculated. These fee amounts are then synced to Xero and recorded as account transactions coded to the appropriate fee expense account per your chart of accounts mapping.

Customers are matched using selected Xero address fields like postal data. Shipping addresses can also integrate through optional mapping. Consistent contact info enhances the customer experience.

The date filters give you control over what financial data syncs between Maxio and Xero. This prevents issues with historical records while allowing new transactions to flow seamlessly once you’re past a certain date.

Non-specific line items import with zero amounts as placeholders to maintain your invoice totals/balances for financial accuracy. This ensures all charges are represented without disrupting sync workflows.

Ready to unlock scalable growth in your subscription business?

Schedule a demo with our team to get started.

Maxio’s QuickBooks Integration Streamlines Accounting for Subscription Businesses

Maxio and QuickBooks work together to automate the order-to-cash workflow for SaaS and subscription businesses.

Blog cover_Maxio's Quickbooks Integration

Are you using QuickBooks as a general ledger (GL)? Then the following scenario will sound familiar: It’s time to close out the month, but you’ve been putting it off due to the sky-high stack of manual journal entries you have to complete.

Why connect QuickBooks to Maxio?

By connecting QuickBooks Online to Maxio, you can:

  • Automate accounting workflows
  • Reduce reconciliation times
  • Save the finance department countless hours every month

How it works

Maxio is a financial operations platform for B2B SaaS companies that offers services for billing, subscription management, revenue recognition, and SaaS metrics & analytics.

Once a sales order is processed (either manually or automatically through a CRM), that sales order data flows into Maxio where the appropriate customer, contract, transaction, invoicing, and payment records are created.

From there, Maxio automates billing schedules and collections efforts, as well as revenue recognition schedules and SaaS metrics.

Maxio maps to your Chart of Accounts in QuickBooks, so you know Revenues are being booked to the appropriate place automatically.

At the end of the month, Maxio generates a consolidated journal entry that is then recorded in QuickBooks’ General Ledger.

Product Details

Key data objects
Chart of Accounts The Chart of Accounts is synced from QuickBooks to Maxio Platform and is typically managed only in QuickBooks.
Items Parameters are set to determine whether Invoice Line Items that use an Item are to sync, and they define the default revenue recognition method and billing method for Transactions that use the Item.
Invoices Invoices are typically created in Maxio Platform by combining Invoice Line Items from one or more Transactions within a single Contract.
Credit Memos You create a Credit Memo in Maxio Platform by adding Invoice Line Items with negative values, which can be accomplished by creating one or more Transactions with negative amounts. If the total of the line items is negative, Maxio Platform will sync a Credit Memo to QuickBooks.
Payments Syncing deposits to QuickBooks means you do not have to manually enter individual payments and expenses into QuickBooks, which can save countless hours. Instead, you can simply match the deposit record to a bank transaction in your QuickBooks file/account.
Refund Receipts A Refund Receipt is used by QuickBooks users to record a refund to a customer for a previously paid balance on an Invoice. The preferred way to create a Refund Receipt is directly from the original invoice in Maxio Platform that you wish to refund against, but you can also create a Refund Receipt in QuickBooks and sync it into Maxio Platform.

In Maxio, there are convenient linkbacks for various record types, making it easy to navigate between systems and provide audit samples quickly.

Sales tax

Sales tax can either be calculated in Maxio via our free AvaTax integration or with QuickBooks’ tax services.

Multi-currency

Both QuickBooks and Maxio are able to support multi-currency. By enabling QuickBooks’ multi-currency setting, all synced customers and sales receipts will use the same currency as the originating Maxio instance.

Availability and pricing

Maxio’s QuickBooks integration is available to all Maxio customers and is included in our base plan.

If you have any specific questions, don’t hesitate to reach out to support@maxio.com.

NetSuite

Maxio’s NetSuite Integration Helps You Manage Your Financials Effortlessly

Maxio and NetSuite work together so you can simplify your most complex financial tasks and focus on growth

If you’ve ever worked in finance or accounting, you’ve likely encountered NetSuite, one of the most popular ERP systems since 1998. While NetSuite remains a robust solution for enterprise companies, growing SaaS businesses often find it overly complex for their evolving needs.

That’s why we built our integration between Maxio and NetSuite.

Maxio’s bi-directional integration with Oracle NetSuite brings together the flexibility and usability of Maxio with the enterprise-level controls of NetSuite, allowing your finance and accounting teams to focus on what they do best—managing revenue, generating reports, and analyzing SaaS metrics—all in one place.

Why Connect NetSuite and Maxio?

Integrating NetSuite with Maxio offers the perfect blend of flexibility and enterprise-level control. While NetSuite provides robust ERP functionality, Maxio simplifies financial operations, making it an ideal choice for growing SaaS companies.

By connecting these two powerful tools, you can manage complex financial tasks with ease, streamline operations, and keep all your essential data in sync. This integration allows your finance and accounting teams to focus on their core tasks without getting bogged down by the complexities of a full ERP system.

Oracle Netsuite Logo

How it works

Our Advanced Billing/NetSuite integration operates as a one-way integration, with Advanced Billing serving as the source of truth. This setup ensures data accuracy and consistency, allowing you to manage your financial operations efficiently.

Here’s a closer look at how the integration works:

Syncing Invoices

We support two workflows for syncing invoices: one for invoices with inventory items and another for non-inventory items.

Inventory Items

Invoice Creation: When you create an invoice containing inventory items in Advanced Billing, a sales order is generated in NetSuite.

Order Fulfillment: Mark the sales order as fulfilled in NetSuite to create an invoice, and finally, record a customer payment when the invoice is paid.

Payments: If payment is collected in Advanced Billing before the sales order is fulfilled, a customer deposit is created in NetSuite.

Non-Inventory Items

Invoice Creation: For invoices without inventory items, a sales order is created in NetSuite, which then generates the associated invoice.

Payments: Payments collected in Advanced Billing are applied to the corresponding invoice in NetSuite.

Product Details

Advanced Billing represents tax amounts as additional line items on NetSuite invoices due to potential differences in tax engines. During setup, you can specify a non-inventory item in NetSuite to represent tax amounts, ensuring seamless tax management across both platforms.

Maxio’s Advanced Billing module creates a discount item in NetSuite labeled “Advanced Billing Discount.” This non-posting discount item is applied to individual lines, maintaining consistency with discounts applied in Advanced Billing.

A custom payment method labeled “Advanced Billing Payment” is created in NetSuite during setup. This method is used for syncing payments from Advanced Billing to NetSuite customer payment records, ensuring smooth payment processing.

To ensure seamless data synchronization and easy reference, custom fields in NetSuite store metadata from Advanced Billing. These fields help maintain data integrity and provide detailed context for records that are synced between the two systems. Here’s an in-depth look at the custom fields created and populated by the integration:

NetSuite Record

Name

Description

Customer Advanced Billing Customer ID This field contains the unique identifier assigned to each customer within Advanced Billing. By storing this ID in NetSuite, it becomes easier to track and reconcile customer records between the two systems, ensuring that all customer-related data is accurately linked and easily accessible.
Customer Advanced Billing Subdomain This field holds the subdomain of the customer’s site in Advanced Billing. The subdomain helps differentiate between multiple instances or environments of the same customer, providing additional context and clarity when managing customer data across platforms.
Line Item Advanced Billing Line Item Tax This field records the tax amount charged on each line item in Advanced Billing. By storing this information in NetSuite, you can see the exact tax details associated with each item, even if the tax calculations differ between the two systems. This ensures transparency and accuracy in tax reporting.
Sales Order Advanced Billing Subdomain Similar to the customer record, this field contains the Advanced Billing subdomain for the site associated with the sales order. This helps in tracking and managing sales orders linked to specific customer instances, making it easier to handle multi-entity setups.
Sales Order Advanced Billing Invoice Number This field stores the unique invoice identifier from Advanced Billing. Having the invoice UID in NetSuite allows for quick cross-referencing and validation of sales orders and invoices, ensuring that all transactions are accurately represented and easily traceable.

Availability and pricing

Maxio’s NetSuite integration is available to all Maxio customers and is included in our base plan.

Ready to unlock scalable growth in your subscription business?

Schedule a demo with our team to get started.