Understand the Campfire Integration

Keep your Campfire general ledger in step with billing in Maxio. Customers, Items, Invoices, Payments, and credit memos sync between the two systems, while Deposits and Advanced Revenue Summary results post to Campfire as journal entries, so Maxio stays your system of record for Contracts and Subscriptions and Campfire holds the books.

Key capabilities

The Campfire integration lets you:

• Connect Maxio to Campfire with a Campfire API key, and post to the Campfire entity you choose as your Default Entity.
• Retrieve Campfire's chart of accounts, entities, departments, custom dimensions, and vendors, so Maxio settings and mappings can use them.
• Sync products and Items, Customers (as Campfire vendors), Invoices, Payments, and credit memos, each with its own Get and Send steps.
• Apply credit memos to the Invoices they credit in Campfire.
• Post each Maxio Deposit to Campfire as one balanced journal entry.
• Post the Advanced Revenue Summary report's Consolidated Journal Entries to Campfire as one journal entry per period, with optional department and custom dimension defaults.
• Run syncs manually, or on a Nightly Sync, Every 4 Hours Sync, or Hourly Sync schedule.
• Review every record that didn't sync on the Campfire Sync Issues list.

What syncs

Data reaches Campfire in three ways:

Contracts and Subscriptions stay in Maxio and don't sync to Campfire. For every sync step and what it does, see Sync Data Between Maxio and Campfire.

Prerequisites

Have these in place before you connect:

• A Campfire account, and an API key generated in Campfire.
• The Campfire integration turned on for your Maxio account by Maxio Support. Until then, the Campfire page doesn't appear in Maxio.

For the connection steps, see Setup the Campfire Integration.

Customer responsibilities

Maxio moves the data, but these decisions and tasks stay with you:

• Choosing the Default Entity, and the Campfire accounts that credit memos, Payments, and Deposits post to.
• Completing the Maxio Profile for each Item created from a Campfire product, unless Automatically Generate Maxio Profiles for Items is on.
• Keeping the Deposit Source Account the same as the bank account in the Send Payments mapping, so Deposit journal entries clear the Payments posted to it.
• Reviewing the Campfire Sync Issues list and fixing the records it names.
• Mapping each Advanced Revenue Summary account to a Campfire account before syncing journal entries.

Limitations

Keep these constraints in mind when you plan your setup:

• Send steps need Maxio Support. The Get steps are available once you connect, but the Send steps appear only after Maxio Support turns them on for your account.
• No sandbox. Campfire doesn't offer a sandbox environment, so the integration always connects to live Campfire data.
• One entity per Send step. Each Send step posts to a single Campfire entity, and sends only Invoices, credit memos, Payments, and Deposits in that entity's currency.
• Create once. Invoices, credit memos, Payments, and Deposits are each sent to Campfire once, and Maxio doesn't send updates. Changes made in Campfire to Invoices, credit memos, and Payments flow back to Maxio through their Get steps. Deposit journal entries aren't retrieved, so a change made to one in Campfire stays in Campfire.
• No attachments on journal entries. Advanced Revenue Summary journal entries posted to Campfire don't include a workpaper file.