Pipedrive Integration

Experience a smoother hand-off from sales to finance

Connect Maxio to Pipedrive to automatically generate invoicing and revenue recognition schedules and send invoices directly from the platform.

Connect SaaSOptics to Pipedrive

Maxio has a native integration with Pipedrive. Connecting Maxio allows you to send data from Pipedrive to Maxio so you don’t have to manually enter sales orders into Maxio.

Map your fields

Map any important customer fields you want captured in Maxio such as customer name, billing address, and industry segment, as well as order fields such as items purchased, quantities, amounts, discounts, and any other custom field you wish to include.

Sync your sales orders

Process your orders efficiently and integrate all of your data so you can have confidence that your sales records will always match your financial records.

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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?

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Salesforce

Streamline Accounting for Subscription Businesses

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

Why Connect Salesforce and Maxio?

Connecting Salesforce and Maxio empowers businesses to streamline their sales and billing processes, ensuring seamless two-way data synchronization between the two platforms.

As a result, this integration eliminates manual data entry, reduces errors, and provides your teams with real-time insights into customer accounts and billing information.

How it works

This integration between Salesforce and Maxio creates a unified system that seamlessly connects your sales with your billing operations.

This means that your Salesforce Accounts and Contacts automatically sync with Maxio’s Customer records, keeping your customer information consistent and up-to-date across both platforms. For example, if an account has multiple contacts, you can specify the relevant contact during the creation of a customer or subscription in Maxio.

In addition to this two-way sync, products created in Maxio appear as products in Salesforce, with details like price points and currency managed through Salesforce Price Books. This ensures your pricing information is accurate and easily accessible within Salesforce. Additionally, you can create subscription previews from Salesforce Opportunities, allowing you to save and activate pricing previews when a deal is won, or manually when needed.

Another key feature of this integration is the ability to generate PDFs from subscription previews, which can be shared with customers during negotiations—this can help streamline your sales process by providing clear and professional pricing documentation for both your sales reps and your potential customers.

And if that wasn’t enough to pique your interest, then you’ll be happy to know that when you create subscriptions with a “Consolidated” Invoice Type, they form a subscription group in Maxio, making it easy to manage your billing operations.

Product Details

Customer and contact management

By linking Salesforce Contacts with Maxio Customer records, you can maintain detailed customer profiles that capture all relevant billing and subscription details. Additionally, this integration allows for easy migration of existing Salesforce Contacts to new or different Maxio Customer records, ensuring that all information remains accurate and current.

Subscription management

You can add Subscription Previews to Salesforce Opportunities, providing a preview of the subscription details that can be activated upon deal closure. This feature also streamlines the sales process by allowing sales teams to prepare and finalize subscription details in advance. Additionally, during the creation of a subscription, you can collect payment profile information, ensuring that all necessary payment details are gathered upfront.

Invoicing and payments

With this integration, you can perform various invoice actions within Salesforce such as recording payments, applying credits, and generating public URLs for invoices. Additionally, you can generate one-time invoices directly from Salesforce, with customizable fields and line items.

Custom fields and quoting

You can use this integration to use subscription previews as quote versions. This enables you to negotiate deals with accurate, detailed quotes before closing potential opportunities.

Customizable offer signup pages

Create customizable offer signup pages with unique links for customers to self-service their subscriptions.

Availability and pricing

The integration is available on Salesforce Developer, Professional, Enterprise, and Unlimited plans, and is compatible with both Salesforce Classic and Lightning. It works seamlessly in both sandbox and production environments, supporting multiple API keys and subdomains.

To ensure a smooth implementation, we strongly recommend testing the integration in a Salesforce sandbox account before enabling it in production, as this helps identify and resolve any potential conflicts with custom workflows or processes.

Ready to unlock scalable growth in your subscription business?

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Quotapath

Revolutionize Your Sales Commission Tracking

Say goodbye to spreadsheet hassles with Maxio’s QuotaPath integration.

How long does it take your team to calculate and account for sales commissions in spreadsheets? If the answer is “too long,” we have the perfect solution for you.

We’ve partnered with QuotaPath to transform how you manage sales commissions. QuotaPath is a powerful commission tracking platform designed to simplify and automate the entire process.

Combined with Maxio’s Expense Recognition module, this integration not only streamlines commission calculations but also automates the accounting of sales commissions. This means you’ll always know exactly how much to pay your team and can account for it effortlessly.

Why Connect QuotaPath and Maxio?

QuotaPath helps sales teams design fully customizable compensation plans, forecast commissions in real-time, and uncover valuable insights — all within an intuitive dashboard. Say goodbye to manual calculations and data entry. With QuotaPath, you can automate commission payments and rely on Maxio’s Expense Management module for seamless accounting and financial reporting.

gaap ifrs compliance example with quotapath

Key Features of the QuotaPath Integration

1. Customizable Compensation Plans

Design compensation plans that fit your unique business needs. QuotaPath allows you to create and manage various commission structures, ensuring your sales team is rewarded accurately and fairly.

2. Real-Time Commission Forecasting

Stay ahead with real-time insights. QuotaPath’s forecasting tools enable you to predict future commissions, helping you make informed decisions and adjust strategies promptly.

3. Intuitive Dashboard

Gain complete visibility with an easy-to-use dashboard. Monitor performance, track progress, and surface insights without the hassle of navigating complex systems.

4. Automated Calculations

Eliminate human error and save time. QuotaPath automates commission calculations, removing the need for manual data entry and reducing the risk of inaccuracies.

5. Seamless Sync with Maxio

Ensure your financials are always up-to-date. Commissions calculated in QuotaPath sync automatically into Maxio as Expense Obligations, simplifying your accounting processes.

How it works

Once connected, commissions calculated in QuotaPath sync automatically into Maxio as Expense Obligations. From there, you can process these obligations to amortize expenses and generate the necessary financial records. Here’s a step-by-step overview:

1

Payout Commissions

Payout a sales commission in QuotaPath.

2

Sync and Import

Complete a sync with QuotaPath in Maxio; commissions come in as Expense Obligations.

3

Process Obligations

Generate the necessary vendor, contract, expense transaction, and bill records.

4

Expense Recognition

Create an expense recognition schedule for advanced reporting.

Product Details

The QuotaPath integration is configured through Maxio’s settings panel. Here’s a closer look at these specific QuotaPath product details:

The authentication token is a unique identifier that QuotaPath uses to verify and allow access to your account. This token ensures that only authorized users can sync data between QuotaPath and Maxio.

Vendors in QuotaPath typically refer to your sales representatives or agents. By enabling the sync vendors option, you allow Maxio to import and maintain an up-to-date list of these sales reps. This is especially useful for ensuring that commission payments and related accounting entries are correctly attributed to the right individuals. If your sales team frequently changes or if accurate vendor tracking is critical for your operations, enabling this setting can save significant time and reduce errors.

The Default Register setting determines which accounting register in Maxio will receive the expense obligations imported from QuotaPath.

An accounting register is essentially a ledger where financial transactions are recorded. Choosing the appropriate default register is important to ensure that all commission-related expenses are accurately tracked and reported. This helps you maintain organized financial records and simplifies the reconciliation process.

This setting allows you to determine how frequently Maxio should sync data with QuotaPath. You have three options:

  • Manual: Sync only when manually triggered by a user.
  • Nightly: Automatically sync once every night, ensuring daily updates.
  • Hourly: Automatically sync every hour for the most up-to-date information.

Selecting the right sync schedule depends on your business needs. If you require real-time data updates, the hourly option is ideal. For less frequent updates, nightly or manual syncing might suffice.

This setting defines the starting point for syncing legacy bills from QuotaPath into Maxio. By specifying a date, you can control which historical data gets imported.

This is useful if you only want to sync bills from a certain fiscal year or project start date. It helps avoid cluttering your current financial records with outdated information and ensures that only relevant data is synced.

Similar to the previous setting, this one specifies the end date for syncing legacy bills. It defines the cutoff point for the data you want to import into Maxio.

Setting this date helps maintain a clean and organized financial database by preventing the import of future or irrelevant bills. Together with the “Sync Bills On or After Date,” it allows for precise control over the range of data synced.

Enabling this setting allows QuotaPath to make updates to Expense Transactions in Maxio. This means that if any changes occur in the commission calculations or payments within QuotaPath, these updates will be reflected in Maxio.

When this setting is enabled, the associated Bills and Expense Schedules in Maxio will be regenerated to match the latest data from QuotaPath. This is particularly useful for ensuring that your financial records are always accurate and up-to-date, accommodating any adjustments or corrections made after the initial sync.

Reliable and Compliant Payouts

Maxio pulls “Resolved” payouts from QuotaPath, ensuring data accuracy and reducing the risk of changes affecting your financials.

Concerned about accruing unpaid amounts? Maxio accounts for the date commissions were earned versus paid, maintaining compliance even with significant delays between earning and payment dates. Our purpose-built expense recognition feature also handles cumulative catch-ups, making it easy to manage prior accounting periods.

Ready to unlock scalable growth in your subscription business?

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Quickbooks

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 worked in finance and accounting in any capacity, you’ve probably heard of a little company called NetSuite (they’re only one of the most popular ERP systems that have been around since 1998).

NetSuite has been the tried-and-true accounting solution for enterprise companies for years, but that doesn’t necessarily make it the best choice for growing SaaS companies.

Most growing SaaS businesses start with a smaller general ledger (QuickBooks, Xero) to manage their finance and accounting. Then, after inevitably outgrowing these solutions, they’re tempted to migrate entirely to NetSuite. However, migrating to NetSuite can introduce a lot of complexity to their operations due to the sheer depth and breadth of the platform. 

By supplementing an ERP platform with a SaaS-specific tool like Maxio, you get the best of both worlds: you get the full functionality of an ERP, without the pains of having to manage complex financial operations in NetSuite. 

With our NetSuite integration, Maxio makes it easy for finance and accounting teams to recognize complex revenue, generate financial reports, and view SaaS metric and analytics dashboards all in one place.

Here’s a closer look at when to use these tools, and why the Maxio/NetSuite integration is a logical choice for busy finance and accounting teams.

Common reasons for implementing NetSuite

NetSuite comes equipped with hundreds of use cases out-of-the-box, but force-fitting an ERP solution to a growing SaaS company is like trying to wear a shoe that’s several sizes too big. Despite that, several early-stage and mid-market companies implement it anyway. Here are the most common reasons business leaders make the move to NetSuite.

Their company is getting bigger

A tool like NetSuite was built for the enterprise. It only makes sense that companies who are approaching enterprise-level headcounts and annual revenues would make the move to a dedicated suite solution to manage their financial operations.

They need multi entity workflows

If you’re a multi-entity or group company that manages multiple subsidiaries, you’ll need an ERP solution to produce consolidated group accounts while also keeping track of individual subsidiaries’ financial performance. If your company has grown up to the point where multi-entity is a “must have,” you’re probably ready to adopt an ERP. Otherwise, you’ll face accounting challenges, such as:

  • Setting up different general ledger accounts for individual subsidiaries
  • Working in multiple currencies, with a fluctuating exchange rate
  • Complex ownership arrangements, in groups where ownership of a subsidiary is less than 100%
  • The complexity of viewing and tracking financial performance across multiple entities

Tech stack bias

Tech stack bias is real. You may choose to implement NetSuite simply because your VC firm prefers all their portfolio companies to use it. While this keeps things simple for investors, it can cause headaches for business leaders who are trying to force-fit an enterprise solution into their existing workflow. For small-but-mighty finance and accounting teams, working out of an enterprise solution can create serious tech debt and introduce complexities that aren’t adding value to the business.

(It’s also worth mentioning that NetSuite comes with a steep learning curve. If you’re required to adopt the platform, you’ll need to allocate a considerable amount of time and resources to train new and existing hires on how to use its core features and modules.)

A new executive enters the fold

Every software tool has a power user—NetSuite included. The adoption of ERP tools like Netsuite can be ushered in by new executives who have grown accustomed to working within the platform. So, unless you can make a legitimate business case to move away from an ERP, you may have no choice but to make it work.

Why partner with Maxio

The thing about NetSuite is in most cases, it drastically complicates your financial operations. Migrating your existing financial data is difficult, and can result in data errors during implementation. However, if you’re required to switch to NetSuite, you don’t have to move everything.

By integrating NetSuite and Maxio, you can easily toggle between Netsuite and Maxio to see the records you need to see, without having to manage your financial processes within NetSuite.

Within Maxio Advanced Billing, you can sync financial records between Maxio and NetSuite, including:

  • Product catalog
  • Customer details
  • Invoices
  • Payments

How does it work?

Maxio and NetSuite sync bidirectionally, updating records automatically between platforms. What does that mean, exactly?

Whether you’re working in Maxio or NetSuite, you don’t have to worry about manually migrating data or toggling back and forth between platforms to find the data you need. With bidirectional data syncs between Maxio and NetSuite, you can access up-to-date information wherever you are.

How does this help you?

Easier product catalog management

Maxio Advanced Billing also allows you to create items within your product catalog rather than creating them in NetSuite. This helps reduce duplicative efforts when managing your product catalog.

Work where you want

Operate out of either Maxio or NetSuite. Financial data is synced bidirectionally, so you’re not tied down to a single tool. This means you can work out of Maxio, and your VC, the board, and executive leadership team can view all relevant information within NetSuite, without having to perform any manual data migration. 

Apply payments directly in your general ledger

If you’re a complex B2B SaaS business dealing with remittance customers, you need to be able to apply payments coming in from a variety of sources (credit card, ACH, e-checks, wire transfers). The ability to collect and process different payment types saves you and your finance team the pains of manually completing each and every payment within your general ledger.

Reduce troubleshooting time

With Maxio Advanced Billing, you have a powerful system of record right at your fingertips. Don’t want to spend hours troubleshooting data migration errors and discrepancies? Not a problem. With Maxio, you can automate the whole process:

  • Link backs allow you to easily see what data has (or hasn’t) been synced
  • Easy auditing tells you why your data syncs are failing, so you can quickly find a solution
  • Robust error logging lets you document any data errors, and the reason they occurred, so you can avoid data sync problems in the future
Maxio NetSuite Integration

SaaS-specific accounting made easy

If you’re determined to stick it out with an ERP solution, you can still do all your core accounting in NetSuite. But at the end of the day, NetSuite just isn’t built to support a SaaS-specific workflow. 

With the Maxio NetSuite integration, you can get the best of both platforms and keep all your financial data synced—no matter where you want to work.

Want to see how Maxio and NetSuite work together to make subscription billing and GAAP-compliant accounting easier than ever? Schedule a demo with our team to learn more.

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