Customer Fields Reference for Maxio Core
Last updated on Sep 19, 2026
This reference guide defines every field available when adding or editing customers, including identifiers, addresses, e-Bill and autopay settings, "Do Not Sync," analytics fields, and integration-specific mappings for QuickBooks, Salesforce, and AvaTax.
The table below defines each field that is available when adding/editing customers.
| Field | Description |
|---|---|
| Customer Number | A unique number that identifies the customer; leave this blank to have the system generate a unique number. You can enter a unique alphanumeric number if you prefer; the system will then verify that the number is unique when you save the record and will populate an error message if the value is duplicative to an existing record. The system-generated number format is created by adding a sequential number to the "Generated number-prefix" in your Account Settings. |
| Customer Name | This field is not required to be unique (if disconnected from a GL, or connected to a GL that accepts duplicate Name values), but the best practice is to create only unique customer names. |
| Email (Addresses) | Enter one or more email addresses to which the customer's invoices will be sent if e-Bill is enabled. To add more than one address, separate them with commas. |
| Active | The Active/Inactive drop-down is used to include/exclude a customer from the default Customer List screen. This setting is distinct from QuickBooks' Active/Inactive setting. |
| Permit Imbalance | Select Permit Imbalance if you wish the customer to be excluded from Out-of-Balance alerts. This setting should be used with caution and as an exception to the rule. |
| Default Payment Terms | Select a default payment term to use when creating invoices for the customer. |
| Entity Use Code | This setting is available only when the AvaTax integration is enabled. Entity Use Codes are used by AvaTax to declare the specific reason for (and type of) sales tax exemption for the customer. Only select an Entity Use Code if you want to exempt the customer from sales tax. |
| Tax ID: Country | Select the customer's Tax ID country (an EU country, GB, or another supported country) or, for a customer identified by a global identifier instead of a country-issued Tax ID, a global identifier type such as LEI. Only shown when Invoicing Suite and Billing Portal is enabled for your account and Tax ID validation is available. |
| Tax ID | Enter the customer's Tax ID number. If you leave Tax ID: Country blank and enter a combined value that starts with a recognized country code — for example, IE123456789 — Maxio detects the country automatically, moves it into Tax ID: Country, and keeps only the remaining number here. If you've already selected a value in Tax ID: Country and the number you enter starts with that same country's code, Maxio strips the redundant prefix rather than keeping it as part of the number; a prefix that doesn't match the selected country is left as you typed it. You can validate the Tax ID to confirm it's currently registered. Once validated, Maxio shows the validation status and the date it was last validated. Only shown under the same conditions as Tax ID: Country. |
| Notes | Free-form text field to add notes for the customer. |
| Do Not Sync to GL | Check to prevent this customer and its invoices/credit memos from syncing with a connected GL. This setting is not available once the customer record has synced, so it cannot be used to stop syncing a customer that has already synced. You can, however, use the "Do Not Sync" field on individual invoices to prevent syncing from that point forward. |
| Billing Address | The billing address syncs with your connected general ledger. The billing address entered here is used as the default billing address on invoices unless it is superseded by a contract's billing address or a billing address is manually entered for the invoice itself. |
| Shipping Address | The shipping address does not sync with your connected general ledger. The shipping address entered here is used as the default shipping address on invoices unless it is superseded by a contract's shipping address or a shipping address is manually entered for the invoice itself. |
| Validate with AvaTax | This function is only available when the AvaTax integration is enabled AND the Address Validation feature is also enabled in the AvaTax integration settings. |
e-Bill Information
The e-Bill feature must be enabled in your account for this section to be visible. Contact support@maxio.com to enable e-Bill in your account. The e-Bill and payment settings are independent of the QuickBooks email and payment settings.
| Field | Description |
|---|---|
| e-Bill | Check to have any invoices created for the customer set to email directly from Maxio by default. |
| Theme | Select a default e-Bill Theme (customizable invoice display template) for the customer's invoices. |
| Enable Autopay | When Autopay is on for a customer, all invoices created for the customer will be automatically paid if there is a valid credit card or ACH record stored for the customer AND the customer has agreed to automatic payments. If your payment provider has multiple payment methods on record, the most recent payment method will be used. |
| Enable Credit Card Payments | Check to allow the customer to pay e-Bills using a credit card via your connected payment provider. You must set up a payment provider account to use this feature. |
| Enable ACH Payment | Check to allow the customer to pay e-Bills by ACH using your connected payment provider as a payment processor. You must set up a payment provider account to use this feature. |
Integrated Applications
QuickBooks Information
The QuickBooks section displays only when the QuickBooks Integration is enabled. The QuickBooks Profile differs slightly for the Desktop and Online versions of QuickBooks.
| Field | Desktop | Online | Notes |
|---|---|---|---|
| Name | Available | Available | Cannot contain any colons. |
| Company Name | Available | Available | Cannot contain any colons. |
| Available | Available | Separate email addresses with commas. | |
| Full Name | Available | n/a | In Desktop, this is actually 3 fields. |
| Contact | Available | Available | In Desktop, this is a single field. In Online, this is actually 3 fields. |
| Phone | Available | Available | |
| Alt Contact | Available | n/a | |
| Alt Phone/Other | Available | Available | |
| Fax | Available | Available | |
| Currency | Available | Available | Only displays if Multi-Currency is enabled in QuickBooks and only for active QuickBooks currencies. |
| Default class | Available | Available | For Online, Invoice Class is set to this for all Invoices created for this Customer in Maxio. For QuickBooks Desktop, you can set the Class at the Invoice or Invoice Line Item level. |
| Sales tax code | Available | Available | Only displays if Sales Tax is enabled in QuickBooks. |
| Item sales tax | Available | n/a | |
| Business Identification Number (VAT) | Available | Available | For Canadian versions, this field is called Business Number. In the UK version, this field is VAT Registration Number. |
| Payment method | Available | Available | |
| Invoice print preference | Available | Available | When enabled, invoices created in Maxio will default with a "to be printed" setting in QuickBooks. |
| Invoice email preference | Available | Available | When enabled, Invoices created in Maxio will default with a "to be emailed" setting in QuickBooks. |
| Default Invoice template | Available | n/a | |
| Default Credit Memo template | Available | n/a | |
| Sales rep | Available | n/a | Sales Rep List names from QuickBooks. This field is distinct from the Transaction Sales Rep field. |
| Is Active | Available | n/a |
Salesforce Information
The Salesforce integration must be enabled in your account for this section to be visible.
| Field | Description |
|---|---|
| Salesforce ID | This field is populated with the unique 18-digit Salesforce database ID for the account when the customer is created through the Sales Orders function of the Salesforce integration.
|
| Owner Salesforce ID | Used to store the Salesforce Account Owner with the Maxio customer record when mapped in the Salesforce Get Orders function. |
| Salesforce Pricebook ID | Used to store the Salesforce Pricebook ID with the Maxio customer record when mapped in the Salesforce Get Orders function. |
Analytics Information
| Field | Description |
|---|---|
| Parent | Select a Customer from the list to designate a parent-child relationship to be used in searching and reporting. The Maxio parent-child relationship is distinct from the similar Customer-Job/Customer-SubCustomer relationship in QuickBooks Desktop/Online. You can add a Parent Customer Number column, shown directly after Parent, to Customer List views to display it without opening each customer. |
| Business Type | Classify the customer as B2B (Business-to-Business), B2G (Business-to-Government), or B2C (Business-to-Consumer). |
| Other Analytics Fields |
|
Transaction Information
| Field | Description |
|---|---|
| Default Auto-Renew | Select to have the customer's transactions auto-renew by default. |
| Default Renewal Opportunity Rule | Select the default Renewal Opportunity Rule to apply to transactions created for this customer. |
| Add Transactions Next | When checked, the Add Contract screen appears after saving the customer. After you add the contract, you can then add transactions. |
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