Sync Data Between Maxio and Campfire
Applies to: Advanced Billing · Maxio Core
Last updated on Oct 12, 2026
Control which records move between Maxio and Campfire, and when, using individual sync steps and field mappings. These settings determine what data actually crosses the integration, so confirm your Campfire integration is connected and enabled in your account's integration settings first.
Sync steps
Each sync step can be turned on or off independently. A Get step retrieves records from Campfire into Maxio; a Send step sends records from Maxio to Campfire. Steps marked Toggle and Mappings also have their own field mappings, which control which Maxio field corresponds to which Campfire field.
To edit a step, go to Left Menu > Campfire, click the gear icon (Integration Settings), then click Settings next to the step in the Synchronization table. The Send steps appear in the table only after Maxio Support turns them on for your account.
| Step | Type | Description |
|---|---|---|
| Get Chart of Accounts | Toggle | Retrieves the Chart of Accounts from Campfire and matches or creates the corresponding GL accounts in Maxio. |
| Get Entities | Toggle | Retrieves Campfire's entities for reference, and updates the integration's Currency and Subsidiary Name from the selected default entity. |
| Get Departments | Toggle | Retrieves Campfire's departments for reference. |
| Get Custom Dimensions | Toggle | Retrieves Campfire's custom dimensions for reference. |
| Get Vendors | Toggle | Retrieves Campfire's vendor catalog for reference. Get Customers and Send Customers use this cache to match and deduplicate records; it doesn't create Customers in Maxio by itself. |
| Get Products | Toggle | Retrieves products from Campfire and creates or updates the corresponding items in Maxio. |
| Send Items/Products | Toggle | Sends items from Maxio to Campfire as products. |
| Get Customers | Toggle and Mappings | Retrieves the vendors that Campfire marks as customers and creates or updates the corresponding Customers in Maxio. Other vendors aren't imported. |
| Send Customers | Toggle and Mappings | Sends Customers from Maxio to Campfire as vendors. |
How Customers are matched to Campfire vendors
The first time a Customer and a Campfire vendor connect, Maxio links them using this logic:
- A vendor created by Send Customers carries a unique key in Campfire's
external_idfield, so Maxio recognizes it automatically on every later sync and you never have to link it manually again. - If a vendor already in Campfire has the same name as an unlinked Customer, and that name is unique on both sides, Maxio links them automatically and, once the Send steps are on, stamps the vendor with its key so future syncs match by key instead of by name.
- If a name matches more than one vendor or Customer, nothing links automatically. The affected Customer is marked Do Not Sync, and a sync issue explains why. Link the records manually by setting the vendor's
external_idin Campfire to the key named in the sync issue, or rename one of the records so the name is unique, then save the vendor in Campfire so the next sync picks it up. - Do Not Sync only holds a Customer back from its first send to Campfire. Once a Customer is linked, later edits sync normally even if the flag is set again for another reason.
- If a linked vendor is deleted in Campfire, Maxio removes the Customer's Campfire link and marks the Customer Do Not Sync, so it isn't accidentally recreated as a new vendor. Clear the flag to send it again as a new vendor.
- A blank value on either side never overwrites existing data on the other, so clearing a field in Maxio or in Campfire doesn't erase it on the other side.
Where Campfire appears on Customers
Once Campfire is enabled, Customer pages show whether a Customer is linked to a Campfire vendor:
- Customer list: when the Campfire ID column is shown, a flame icon marks each linked Customer. Hover over it to see the vendor ID, or click it to open the vendor in Campfire. Sort the list by this column, or filter it with the Campfire sync-status filter (Will Send, Already Sent, Won't Send, or Not Sent).
- Customer detail: a Campfire ID row links to the vendor in Campfire, next to a Campfire Last Updated timestamp.
- Customer list exports and the Customer API include the Campfire vendor ID.
Related information
To see where Campfire sits among the other add-ons for your GL and ERP, see Extend Maxio with Add-Ons.
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