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Last updated on Sep 1, 2026
Maxio Payments automatically debits your connected bank account, known as a top-up, to keep your merchant balance from staying negative, so you don't have to take any action to keep your account in good standing. Top-ups show up in your deposit reports, and in your general ledger if you sync one.
A negative balance transfer occurs when your account enters a negative balance and remains there for a short period of inactivity. To correct this, Maxio automatically debits your connected bank account and transfers the necessary funds to your merchant balance.
This activity appears in your deposit reports as a transaction type labeled Transfer.
Your balance may become negative if your recent sales don't cover deductions such as:
If you need help identifying the source of a specific ACH reject, see Understand ACH Payments and Rejects.
After a continued negative balance is detected, the system initiates a transfer debit, also known as a top-up.
A top-up follows this general sequence:
When reviewing your deposit reports, a Transfer entry indicates that a top-up has occurred to resolve a negative balance. This may appear alongside new sales or other transactions, depending on your activity level.
If no new sales occur during the top-up period, the transfer may not appear until your next deposit includes sales activity.
Fees for refunds, chargebacks, and ACH rejects are applied at the time of deposit, not when the original event occurs. If your deposit record still shows a small negative balance after a top-up, this is likely due to those event-related fees.
Example scenario:
Your balance becomes -$20,465.91.
Maxio debits $20,417.98 from your bank account as a top-up, leaving a residual balance of -$47.93.
On the same day, you process two new sales totaling $1,372.52, and a $15.00 reject fee is deducted.
Your adjusted balance becomes $1,309.59, and normal payouts resume:
-$47.93 + $1,372.52 = $1,324.59 $1,324.59 - $15.00 = $1,309.59 ✅
If you sync deposits from Maxio Payments to QuickBooks or NetSuite, a top-up's deposit line is sent to your Unassociated Payments Account setting. You must configure this account before deposit sync can run; it has no default value.
In your general ledger, look for the following transaction description:
"Negative balance deposit line"
To view and export your deposit reports, including transfer entries, see View and Export Deposits.
If a top-up's deposit line isn't syncing to your general ledger as expected, see Troubleshoot Deposit Sync Issues with Your General Ledger.
If you have questions about negative balance transfers or need help reviewing your deposit records, contact our support team at support@maxio.com.
Still need help?
Reach out and our support team will take it from here.