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Last updated on Aug 26, 2026
Review which records move between Maxio and Xero, in which direction, and under what conditions, plus important limitations and behaviors that affect how invoices, items, and revenue sync between the two systems. These rules determine what data actually crosses the integration, distinct from the connection and general sync preferences covered in Setup and Configure. Understanding these caveats helps prevent sync issues and data inconsistencies.
Each record type has its own sync step, which can be a Get step (retrieves records from Xero into Maxio Platform), a Send step (sends records from Maxio Platform to Xero), or both. Most steps run on the main Sync Schedule; Get Payments Incremental and Send Payments run on the separate Payments Sync Schedule instead. See Configure Xero Integration Settings to change either schedule.
To view or override an individual sync step, go to Xero > Integration Settings, scroll to the Synchronization table, hover over the row's actions menu, and select Settings.
| Step | Description |
|---|---|
| Get Preferences | Retrieves organization-level information from Xero: organization name, Xero version, and Xero Lock Date. Also checks that Maxio Platform's and Xero's multi-currency settings agree; if Maxio Platform has multi-currency enabled but Xero doesn't, or the two systems' home currencies disagree, this step halts the sync until the mismatch is corrected. |
| Get Tax Rates / Send Tax Rates | Retrieves tax rates from Xero and sends tax rates from other sources to Xero, keeping tax rates in sync between systems. |
| Get Accounts | Retrieves the chart of accounts from Xero and sets it in Maxio Platform. Accounts are typically managed only in Xero; there is no Send Accounts step. |
| Get Items / Send Items | Syncs Items bi-directionally (Products in Xero). New Items synced in from Xero need a Maxio Profile before Invoice information will sync. See Sync Items Between Maxio and Xero. |
| Get Customers / Send Customers / Send Customer Updates | Syncs Customers bi-directionally. Only the Customer contact-type in Xero syncs into Maxio Platform; other Xero contact types are not created as Maxio Customers. Send Customer Updates keeps a Customer's later edits in sync after its initial send. |
| Get Invoices / Send Invoices | Syncs Invoices bi-directionally. See Sync Invoices Between Maxio and Xero. |
| Get Credit Memos / Send Credit Memos | Syncs Credit Memos (Credit Notes in Xero) bi-directionally, with the same rules as Invoices. |
| Send Credit Applications | Applies Credit Memos to their associated Invoice in Xero as a bridge payment, keeping balances accurate. Enabled by Maxio Support only. |
| Get Payments / Get Payments Incremental / Send Payments | Syncs Payments bi-directionally. Get Payments performs a full retrieval; Get Payments Incremental retrieves only payments since the last sync and runs on the Payments Sync Schedule alongside Send Payments. |
| Get Refunds / Send Refunds | Syncs Refunds bi-directionally, the same way Payments do. |
| Send Payment Processing Fees | Sends payment processing fees (for example, from Stripe) to Xero. |
| Send Deposits | Sends deposits to Xero as batch payments, for Maxio Payments users. Enabled by Maxio Support only. See Xero Deposit Sync for Maxio Payments. |
Some information never syncs between the two systems, including but not limited to:
For how the Xero Lock Date and Maxio Platform's Closing Date interact to block changes to Invoices, Contracts, and Transactions, see Closing Dates and Locks for the Xero Integration.
For invoice sync statuses, universal invoice sync rules, and invoice numbering, see Sync Invoices Between Maxio and Xero.
For how Maxio Platform's multi-currency setting must align with Xero's, see Multi-Currency for the Xero Integration.
For how Items sync between Maxio and Xero, including Maxio Profiles and the Xero Code field, see Sync Items Between Maxio and Xero.
To understand how Maxio Platform handles a contact merged or archived in Xero, see Merge and Archive Xero Contacts.
To sync deposits to Xero as batch payments for Maxio Payments, see Xero Deposit Sync for Maxio Payments.
To understand what the integration does overall, see Understand How the Xero Integration Works.
To change sync schedules and other integration settings, see Configure Xero Integration Settings.
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