Choose Your Rillet Workflow Model

Decide which system, Maxio or Rillet, should be the source of truth for creating customers, items, invoices, credit memos, and payments. The Rillet integration supports several workflow models depending on where your team creates these records.

Important: Every sync step syncs in both directions by default once you connect. Choosing a workflow model doesn't automatically turn off the direction you don't want. For each object type, disable the Get or Send step for the system that shouldn't originate it, in Sync Data Between Maxio and Rillet. Otherwise, Maxio and Rillet both keep creating and sending back the same object types, regardless of which model you intend to follow.

Maxio Core to Rillet

In Maxio Core, you create:

• Items - with detailed pricing and accounting code settings.
• Customers - including details such as Organization, Address, and more.
• Invoices - using contract-based billing logic. Includes support for taxes and discounts.
• Credit Memos - provides support for taxes and discounts.
• Payments - record full or partial payments on unpaid invoices. Additionally, automatically applied payments to invoices are available for autopay customers.

In Rillet, you don't create the objects above. Rillet receives these records automatically for ledger posting and reporting.

Disable Get Items, Get Customers, Get Invoices, Get Credit Memos and Refunds, and Get Payments, so records created directly in Rillet don't sync back into Maxio.

This option is recommended for most organizations, since it leverages Maxio's complete billing and subscription logic.

Advanced Billing to Rillet

In Advanced Billing, you create:

• Items - create items (products and components) with detailed pricing via price points. Includes support for per-unit, volume, tiered, and stair-step pricing.
• Customers - including parent customer relationships.
• Invoices - using contract-based billing logic. Includes support for taxes and discounts.
• Credit Memos - to reflect line item details. Includes support for taxes and discounts.
• Payments - record full or partial payments on unpaid invoices. Additionally, automatically applied payments to invoices are available for autopay customers.

In Rillet, you don't create the objects above.

Disable Get Items, Get Customers, Get Invoices, Get Credit Memos and Refunds, and Get Payments, so records created directly in Rillet don't sync back into Maxio.

Use this option if you manage pricing and billing exclusively through Advanced Billing.

Rillet to Maxio

In Rillet, you create:

• Items - create items. Limited in settings, with a single pricing option.
• Customers - create customers with simple settings.
• Invoices - create invoices. Rillet's inline tax and discount feature isn't supported through the integration.
• Credit Memos - create credit memos. Rillet's inline tax and discount feature isn't supported through the integration.
• Payments - record full or partial payments on unpaid invoices.

In Maxio Core or Advanced Billing, you don't create the objects above.

Disable Send Items, Send Customers, Send Customer Updates, Send Invoices, Send Credit Memos, and Send Payments, so Maxio doesn't send its own records back to Rillet.

While possible, creating records directly in Rillet isn't recommended. Objects created in Rillet have limited detail, and some features (such as inline discounts and taxes) aren't supported through the integration.

Hybrid Setup

If your team prefers a shared workflow:

• Create items and customers in Rillet.
• Continue creating invoices, credit memos, and payments in Maxio.

Enable Get Items and Get Customers, but disable Send Items, Send Customers, and Send Customer Updates, since items and customers originate in Rillet. Enable Send Invoices, Send Credit Memos, and Send Payments, but disable Get Invoices, Get Credit Memos and Refunds, and Get Payments, since those originate in Maxio.

This hybrid method offers flexibility, but Maxio recommends creating billing objects (invoices, payments, credit memos) in Maxio for the best accuracy.

Related information

To reconcile a refund once you've issued it, see Reconcile Refunds in Rillet.