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Last updated on Aug 26, 2026
Review which invoice statuses sync between Maxio and Xero, the rules and settings that govern when an invoice syncs, and how invoice numbering works between the two systems.
As a total subscription management system, the focal point of financial record management in Maxio Platform is the Transaction - not the Invoice. You create Transactions and then Invoices are generated as a by-product of the process. Because of this orientation around Transactions, the Invoice Line Items that make up a complete Invoice may be created at different times or for different Transactions. Therefore, it is essential to understand how Invoices are actually created in Maxio Platform.
Maxio Platform is your system-of-record for revenue reporting, including deferred revenue reporting, which requires invoice data. In Xero, you produce your income statement and balance sheet with journal entries for reportable revenue, deferred revenue, and unbilled AR supplied by Maxio Platform.
Maxio Platform syncs in Invoices and Credit Memos with the following statuses in Xero:
The following statuses do not sync:
The following rules universally apply to the syncing of invoice information between Maxio Platform and Xero:
The following settings and per-record flags affect whether and when invoice data flows between the two systems:
| Setting | Description |
|---|---|
| Item Sync/Do Not Sync Setting | Items are set to sync or not sync in the Maxio Profile. If an Item is set to not sync, an Invoice in Maxio Platform that contains it will not sync. If an Item is set to not sync, an Invoice created in Xero can still sync to Maxio Platform based on the setting "Generate placeholders for line items received which have Items set to not sync" - read more here. |
| Send Invoices/Credit Memos to Xero Only After Date | Prevents Invoices dated before this date from syncing from Maxio Platform to Xero. See Configure Xero Integration Settings. |
| Invoice Do Not Sync | When creating or editing an Invoice that has not previously synced, you can select this to prevent the Invoice from syncing from Maxio Platform to Xero. |
| Sync Immediately | When creating or editing an Invoice that has not previously synced, you can select this to force the Invoice to sync from Maxio Platform to Xero during the next sync. The Sync Immediately option is set at the Invoice level and instructs Maxio Platform to sync the Invoice at the next sync even if the date is in the future. This setting does NOT override the other sync settings such as Customer Do Not Sync, Item Do Not Sync, etc. To actually sync immediately, the only condition that would otherwise prevent the Invoice from syncing is if the Invoice Date is in the future. |
| Customer Do Not Sync | When creating or editing a Customer that has not previously synced, you can select this setting to prevent the Customer from syncing from Maxio Platform to Xero. |
Maxio Platform and Xero each have their own method for numbering invoices. If you would prefer to use Xero's invoice numbers, be sure to activate the "Allow Xero to Generate Invoice Numbers" setting. Once you do so, invoice numbers from Xero are assigned in Maxio Platform once the invoices are synced to Xero. Note that this means that some invoices may have placeholder numbers generated by Maxio Platform until the sync is executed.
Please be aware that if you turn on this setting, you also need to activate the Require Sync Before Emailing setting within the e-Bill Settings.
For step-by-step guidance on building invoices in either system so they sync correctly, see Create Invoices That Sync With Xero.
For the full list of what syncs between Maxio and Xero, see Sync Data Between Maxio and Xero.
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