Manage Customer Roles in Subscription Group Syncing

When a Subscription Group consists of Subscriptions that all belong to the same Advanced Billing Customer, and that Customer is also responsible for payment (meaning the Payer is the primary Subscriber), this setup automatically syncs with Maxio. This behavior is not optional. In this case, Invoices, Payments, Credit Notes, and Refunds with Credit Note are all synced to Maxio. Although Advanced Billing generates segment-level invoice data for Subscription Groups, segment behavior is minimal in single-customer groups, as all Subscriptions are tied to the same Customer.

Multi-Customer and WhoPays Users

Multi-customer Subscription Groups (where multiple Customers are included within the group) and WhoPays users (where the Subscriber and the Payer are different Customers) are handled differently. The Advanced Billing feature to sync Subscription Groups associated with multiple Customers or with WhoPays users is optional. If you are interested in this feature, contact the Maxio Customer Support team to enable it.

This optional feature supports automatic syncing to the Parent Customer field in Maxio. If you've defined a Parent in Advanced Billing, it will automatically sync to the Parent field in Maxio.

Additionally, you can only modify and manage this field from Advanced Billing.

What to Expect If This Option Is Disabled

Without this optional feature, the Invoices, Payments, Credit Notes, and Refunds associated with multi-customer Subscription Groups or WhoPays users do not automatically sync to Maxio. As a result, these users may need to manually create equivalent records in Maxio to maintain alignment with their accounting records. Additionally, because data from these multi-customer Subscription Groups does not automatically sync, users should be aware that this may lead to reporting discrepancies between Advanced Billing and Maxio.

Parent-Child Subscription Group Workflow

For this example, you have a Subscription Group with the following:

• Grandparent 1 (the Payer)
• Parent 1 (the primary Subscriber)
• Child 1 (the secondary Subscriber associated with the Parent)

Related Article: Customer Hierarchies & WhoPays

Example 1A: Customer and Subscription Mapping

Customer/Subscription example

Example 1B: Invoice Creation and Syncing

Using the same Subscription Grouping above, the segment from the Consolidated Invoice in Advanced Billing syncs over to Maxio, and an Invoice and Payment are created under the Parent (even though the Grandparent is the Payer).

Invoice example

Likewise, the Child will also have a separate Invoice and a separate Payment associated with it.

Example 1C: How Subscription Group Payments Are Allocated

When a payment is processed for a Subscription Group, Advanced Billing allocates the total amount across the individual segments that make up the Consolidated Invoice. Each segment corresponds to a specific Subscriber, resulting in a separate Invoice and Payment record in Maxio.

Here’s how the payment is handled in this scenario:

1. The Payer submits the payment
   Grandparent 1, who holds the payment profile, initiates the payment through the gateway. This Customer is designated as the Payer in Advanced Billing but does not have an associated Subscription or Invoice. Therefore, Grandparent 1 is not synced to Maxio.
2. Advaned Billing applies payment segments
   The payment is split into segments based on the individual Subscribers within the Subscription Group. Each Subscriber’s segment corresponds to their portion of the Consolidated Invoice.
3. Invoice and Payment records are synced
   
   • Parent 1, as the primary Subscriber with a Subscription, receives a synced Invoice and a synced Payment in Maxio.
   • Child 1, who also holds a Subscription, receives a separate synced Invoice and Payment as well.
4. How the records are associated
   In Maxio:
   • The Customer associated with each synced record is either Parent 1 or Child 1, based on their respective Subscription.
   • The Organization field on the records refers to the primary Subscriber, which is Parent 1.
   • Payments are linked to the Customer on each Invoice, not the entity who submitted the payment. Grandparent 1 is not reflected in any synced record because they do not have a Subscription or Invoice in Advanced Billing.