Instantaneous Data Sync Between Maxio Core and Advanced Billing

The Instantaneous Data Sync (Instasync) enables real-time data movement between Maxio Core and Advanced Billing, removing the need for manual or scheduled syncs. Instasync follows all existing integration configurations, ensuring that your current sync rules, data mappings, and filters continue to apply exactly as before. Once enabled, changes to records such as subscriptions, customers, and invoices are instantly reflected across both systems.

Setup and configuration

Instasync is automatically enabled when a scheduled sync is selected in your integration settings. If your integration is set to Manual, Instasync doesn't run until you choose a recurring schedule.

Enable Instasync

Choosing a scheduled Sync Schedule turns on Instasync automatically.

To enable Instasync

1. Ensure you have a working integration between Maxio Core and Advanced Billing.

2. Navigate to Settings > Integrations > Maxio Core.

3. Under Sync Schedule, select one of the following:

   • Every 15 minutes
   • Hourly
   • Every 4 hours
   • Nightly

4. Save your changes.

5. Run one final Manual Sync to ensure your data is up to date before Instasync begins processing.

Important: Changing from Manual to a Scheduled sync automatically activates Instasync. The scheduled interval becomes a fallback, ensuring data is captured even if an instant sync temporarily fails.

Disconnect the integration

Once Instasync is active, the Disconnect option is removed from the integration settings, so the connection between Maxio Core and Advanced Billing can't be broken while real-time sync is running. To disconnect the integration, first change the Sync Schedule back to Manual.

How it works

Instasync continuously synchronizes data between Maxio Core and Advanced Billing in the background. All existing integration settings, mappings, and data flow configurations remain intact, so your workflows continue to operate as before, just faster and without manual intervention.

Additional functionality

Instasync introduces new capabilities beyond what’s available in the legacy manual or scheduled sync models.

Automatic object handling

Products, Components, and Coupons are automatically configured during setup, allowing sync operations to proceed without interruption.

Each object must still be linked to the appropriate Chart of Accounts (COA) to ensure accurate reporting, and default revenue recognition settings defined in Maxio Core are applied automatically.

Prepayment sync

Prepayments sync before being applied, provided they are not associated with grouped subscriptions.

This improves financial visibility and removes delays previously caused by invoice dependencies.

Prepayments linked to subscription groups still follow legacy behavior and are not processed immediately, since grouped subscriptions may span multiple customers.

Deletion support

Instasync supports complete bidirectional deletion handling across Advanced Billing and Maxio Core.

When a subscription or customer is deleted in either system:

• The corresponding record is validated to ensure all deletion criteria are met (e.g., no open invoices, payments, or GL dependencies).
• Once validation passes, the object is automatically deleted in the connected system, ensuring full data alignment.
• This applies to both directions: deletions initiated in Advanced Billing or Maxio Core propagate automatically.

Validation checks ensure that the records being deleted do not exist in the GL or are not in close/lock periods. If they are not eligible for deletion, the user receives an error message explaining the reason.

Transaction generation

Maxio Core automatically generates transactions when invoices, credit notes, and debit notes are created, eliminating the need for an additional transaction generation step.

Credit memo to credit note sync

When a credit memo is applied to an invoice in Maxio Core, Instasync automatically creates the matching credit note in Advanced Billing and applies it to the corresponding invoice there. No action is required on the Advanced Billing side.

If the same credit memo is applied to more than one invoice, only a single credit note is created in Advanced Billing; each additional application is recorded against that same credit note rather than creating a duplicate.

This sync direction depends on the credit application sync step being enabled for your integration, in addition to Instasync itself being on. If it is off, or if Maxio Core reports the step as disabled, applying a credit memo in Maxio Core does not create a credit note in Advanced Billing.

Related information

For more information about the standard integration configuration and behavior, see Advanced Billing Integration Overview.