Understand Items
Last updated on Sep 19, 2026
An Item is a solution or product you license or sell. Each Transaction and Invoice Line Item must have an associated Item.
Where items are created
When using a GL Connector, Items are typically created and managed in your GL and synced to Maxio. Additional information, called the Maxio Profile, must be added when an Item syncs from your GL to Maxio. When running disconnected from your GL, with no integration connectors, Items are created and managed in Maxio instead.
What the Maxio profile adds
Important: This applies only when you have a GL Connector enabled.
Items and Products synced from a connected GL are used in the creation of Transactions and Invoice Line Items. Each one carries Maxio-specific properties that must be set before the Item can be used, and before overall syncing with your GL can continue.
The Maxio Profile is the Item's own set of fields, completed before Maxio permits you to use that Item in Transactions and Invoices. A warning for Items that need a Maxio Profile appears in several places in the application, including the home page and the Item list.
You reach the profile from Admin > Items by selecting the New Items Needing Maxio Profile link in the Attention Needed table.
A new profile arrives with the Default Revenue Recognition Template already set to Start to End, which you can change.
You can complete a profile on the Item itself, or for several Items at once through Bulk Edit or the importer. When completing profiles in bulk, you must set both Sync Invoices and Recurring. See how Bulk Edit behaves.
Find the item task you need
Each Item task has its own article.
| Task | Where |
|---|---|
| Create an Item, change one, mark one inactive, or delete one | Add, Edit, and Remove Items |
| Look up what a particular field or option does | Review Item Fields |
| Update several Items at once, copy an Item, or edit Accounts across Items | Bulk Edit, Clone, and Update Item Accounts |
| Group Items for Analytics reporting | Create and Use Item Groups |
| Reset an Item's MRR and ARR | Recast Item MRR/ARR |
| Delete all financial records that use an Item | Clear Item Data |
Related information
For the Accounts an Item links to, see the Manage the Chart of Accounts help article.
To classify Transactions for reporting rather than grouping Items, see the Create and Map Transaction Classes help article.
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