Merging Customers

There is no explicit, one-click merge function for Customers in Maxio, but you can manually move records from one customer to another to effectively merge them. Some GLs permit merging Customers, which effectively does the same thing by moving all the records from one to the other.

Important: Maxio restricts moving Contracts, Transactions (with revenues), and Invoices between customers because doing so changes financial reporting results.

Invoices, Transactions, and Contracts cannot be moved between customers if they fall before the account's closing date or transaction lock date, along with a few other conditions specific to each record type. See Manage Closing and Transaction Lock Dates for the date restrictions, and the linked articles below for the full list of conditions on each record type.

Merging customers if they have not synced with the GL

To effectively collapse two customers into one, you must first move the contracts or move the transactions from one customer to the other. Move the contracts if there are invoice line items that are not associated with transactions. If all the invoice line items are associated with transactions, you can move the transactions.

See Move a Contract to Another Customer or Register and Move Transactions Between Contracts for the steps and the full list of conditions that can block a move.

Merging customers if they have synced with the GL

If there are invoice line items that have already been synced to the connected GL, you will need to move the invoices in the general ledger and then sync before you can move any associated transactions. Then, return to Maxio and edit the transactions/contracts that need to be moved to match the invoices. See Move an Invoice Between Contracts for the steps, and What are the effects of merging Customers in QuickBooks Online? for the QuickBooks Online-specific detail below.

Effects of merging customers in QuickBooks Online

Two Customers can be merged in QuickBooks Online by editing the Display Name As field and naming it the same as another Customer's Display Name As. QuickBooks Online deletes the merged customer and sets it to Inactive.

Example: In QuickBooks Online, "Customer B" is merged into "Customer A." Customer B is renamed "Customer B - Deleted" and set to "inactive." This moves all of Customer B's invoices to Customer A within QuickBooks Online.

However, the Invoice time stamp in QuickBooks Online is not updated, so Maxio's request to QuickBooks Online for information on all new or changed invoices goes unanswered.

As a result, invoices associated with the customer that was merged (Customer B) end up associated with the remaining customer (Customer A) in QuickBooks Online, but stay associated with the original customer (now called "Customer B - Deleted") in Maxio.

WARNING: Back up your data before changing this date.

To move the invoices, you must update each one in QuickBooks Online and sync, or reset the Get Invoices from QuickBooks Only After Date setting (Admin > Integrations > QuickBooks), which also governs credit memos and sales receipts. You can set the date to a day before the earliest invoice, or clear the field entirely.