Understand Intacct Sync Steps
Last updated on Sep 19, 2026
Control which records move between Maxio and Intacct, and when, using sync steps and field mappings. These settings determine what data actually crosses the integration, distinct from the connection and general sync preferences covered in Setup and Configure.
Sync steps
Users can choose which pieces of information sync to or from Intacct using sync steps. These can be toggled on and off and customized to map to the correct fields on either side of the integration.
| Name | Intacct Type | Description |
|---|---|---|
| Get Settings | - | Pulls in the currencies, base currency, and billing methods configured in Intacct. |
| Get Dimensions | - | (V2 only) Retrieves dimension values (such as Location, Department, or Class) from Intacct for use in default dimension mapping. |
| Get Accounts | GL Account | Retrieves the chart of accounts from Intacct for use in configuring items in Maxio. |
| Get Items | Item | Retrieves the items available for use in billing by Maxio. Excludes purchase items from Intacct, since those relate to Accounts Payable, not Accounts Receivable. |
| Send Items | Item | (V2 only) Sends new or updated items from Maxio to Intacct. Requires proper transaction definitions to be set in Intacct. |
| Get Payment Terms | AR Term | Retrieves the payment terms used in Intacct and lets you set a default. All invoices require a payment term to sync to Intacct. |
| Get Customers | Customer | Retrieves customers from Intacct and syncs them into the respective entity within Maxio. |
| Send Customers | Customer | Sends customers created in Maxio to Intacct and syncs them into the respective entity within Intacct. |
| Send Customer Updates | Customer | Sends updates made to customers in Maxio to Intacct. Reuses the same mappings as Send Customers. |
| Get Invoices | AR Invoice | Retrieves invoices from Intacct, including those created from Sales Orders and Accounts Receivable. |
| Get Adjustments | AR Adjustments | (V2 only) Retrieves adjustments from Intacct and syncs them to Maxio. Adjustments configured as debit memos sync as invoices; those configured as credit memos sync as credit memos. |
| Send Invoices as Orders | Sales Invoice | The main configuration for sending invoices from Maxio to Intacct. Proper transaction definitions must be set in Intacct. |
| Send Credit Memos | Sales Credit Memo | The main configuration for sending credit memos from Maxio to Intacct. Proper transaction definitions must be set in Intacct. |
| Purge Deleted Invoices | - | Enables purging invoices on the Maxio side when an invoice is deleted in Intacct. |
| Get Payments | AR Receivables Payment | (V2 only) Retrieves payments from Intacct and syncs them to Maxio. |
| Send Payments | AR Payment | (V2 only) Sends payments from Maxio to Intacct. |
| Get Reversals | AR Receivables Payment | (V2 only) Retrieves payment reversals from Intacct and syncs them to Maxio as refunds. |
| Get Refunds | AR Receivables Payment | (V2 only) Retrieves refunds directly from Intacct and syncs them to Maxio. |
| Send Refunds | AR Payment | (V2 only) Sends refunds from Maxio to Intacct. |
Note: Steps like Get Accounts, Get Items, Get Payment Terms, Get Invoices, and Get Payments each retrieve one fixed Intacct Type. On sites with Intacct v2 enabled, this field displays as read-only. On sites still using the legacy (non-v2) version of the integration, it appears as an editable dropdown instead.
Accounts
Get accounts
Get Accounts retrieves the chart of accounts from Intacct. The following fields are pre-configured and can't be changed:
| Maxio Field | Description |
|---|---|
| Account: Intacct ID | The unique identifier for the account in Intacct. This establishes the link between Maxio and Intacct accounts. |
| Account: Name | The account's title in Intacct. |
| Account: Account Type | The account's type in Intacct (for example, Asset or Liability). |
| Account: Intacct Category | The account's category in Intacct. |
Items
Get Items
When pulling settings from Intacct, you have the option to map key fields required within the Maxio integration. For example, if all of your items will be mapped to deferred revenue and unbilled A/R for the liability and asset accounts, respectively, you can set up the mappings before any sync from Intacct to Maxio. See below for details on each field and the respective item setting. For additional information on items and how to sync them, see Review Item Fields.
System default mappings
These mappings are pre-configured and cannot be changed:
| Maxio Field | Required | Description |
|---|---|---|
| Item: Intacct ID | Yes | The unique identifier for the item in Intacct. This establishes the link between Maxio and Intacct items. |
| Item: Is Active in GL | Yes | Determines whether the item is active or inactive. When set to inactive in Intacct, the item name doesn't appear when creating transactions or invoice line items in Maxio. |
| Item: Name | Yes | The item name that should match your invoice line item products, services, or solution items (for example, "ABC Subscription Fee," "Monthly Subscription," "License Fee"). |
Custom mappings
These mappings can be configured to match your business needs. If configured, these mappings apply to each new item detected from Intacct. Once item mappings are set in Maxio, existing settings aren't overridden by the mappings below.
| Maxio Field | Required | Description |
|---|---|---|
| Item: Asset Account | No | Asset account for revenue recognition, commonly Unbilled A/R. If an item has a Liability or Asset Account, it must have all three accounts set (Income, Liability, and Asset). |
| Item: Billing Description | No | Complete to create invoice line item descriptions using fixed text and variables. This text appears on invoices sent to customers. |
| Item: Code | No | An optional field, but important if Salesforce integration is enabled. This field can be matched against Salesforce Product Codes when creating orders. |
| Item: Create Revenue | No | When enabled, generated transactions have revenue created using the revenue recognition method of the associated item. |
| Item: Default Billing Method | No | The default billing method that defines how invoices are created when you create a transaction. |
| Item: Default Duration | No | When creating transactions, Maxio automatically calculates the end date using the item's default duration. Recurring items typically have a duration other than "End Date same as Start Date." |
| Item: Default Revenue Recognition Template | No | The default revenue schedule used when you create a transaction. Determines how revenue is recognized over time. |
| Item: Enable Create Transactions | No | Select to enable Maxio to create transactions from invoices synced in from other systems. |
| Item: Enforce Same Item in Renewal Links | No | When transactions are created, this enforces a rule that ensures only transactions with the same item can renew each other. |
| Item: Enforce Start Date After End Date | No | Enforces a rule that ensures a transaction with a start date prior to the end date of another transaction isn't classified as a renewal. |
| Item: Generate MRR/ARR | No | When a transaction is created or edited, Maxio generates both MRR and ARR values. Best practice is to enable this for recurring items. |
| Item: Income Account | No | Income account for revenue recognition, commonly a revenue account. |
| Item: Liability Account | No | Liability account for revenue recognition, commonly Deferred Revenue. If an item has a Liability or Asset Account, it must have all three accounts set (Income, Liability, and Asset). |
| Item: Notes | No | A free-form text field available only in the View and Update Item screens. Use this field to log incidental information about the item. Not used in the generation of transactions or invoices. |
| Item: Product Family | No | An optional field used for filtering in Analytics Reports. Helps categorize and group related items. |
| Item: Recurring | No | Indicates to Maxio that a transaction must be renewed or canceled when it expires. Has no impact on invoicing. |
| Item: Transaction End Date | No | Maxio sets the transaction end date based on this setting when generating transactions from invoices. |
| Item: Transaction Start Date | No | Maxio sets the transaction start date based on this setting when generating transactions from invoices. |
Important notes
- System default mappings can't be modified and are essential for maintaining the link between Intacct and Maxio items.
- Custom mappings can be configured based on your specific business requirements and data structure.
- Account requirements: if you assign an Asset or Liability Account to an item, you must assign all three account types (Asset, Liability, Income).
- Integration dependencies: some fields, like Code, become important when other integrations (like Salesforce) are enabled.
- Revenue recognition: the combination of Default Duration and Default Revenue Recognition Template determines how revenue is handled over time.
Send Items
When you create an item in Maxio, a matching item is automatically created in Intacct once the item has a GL Account mapped and isn't flagged Do Not Sync. Matching items are created with the following attributes:
| Attribute | Default setting |
|---|---|
| Item type | Non-inventory (sales only) |
| Name | Maxio Name |
| Unit of measure / base unit | Each |
If you use any GL group mappings or other custom configurations, set these directly in Intacct. After an item syncs to Intacct, you can navigate to its Intacct item profile from the Sage hyperlink on the individual item profile or the item list:
How Maxio builds the Intacct item ID
Intacct's Item ID field (ITEMID) accepts at most 20 characters, letters, numbers, underscores, and hyphens only. Maxio picks the ID it sends by trying these sources in order and using the first one that already fits, or can be made to fit:
- The item's existing Sage Intacct ID, if it's already valid for Intacct.
- The item's Code, with unsupported characters replaced and the result shortened as needed.
- The item's Name, treated the same way, when Code isn't set or doesn't produce a usable value.
An ID built from Code or Name always ends in a hyphen followed by the item's Maxio ID (for example, PS-4471), even when two items would otherwise reduce to the same value, so every item still gets its own distinct, stable ID across syncs.
If none of these sources can produce a valid ID, Maxio skips that item for the current sync and logs it as a Sync Issue instead of stopping the whole batch — see Monitor and Run Intacct Syncs. Other items in the same sync still send normally; give the affected item a valid Code or Name and it sends on the next sync.
Items already linked to Intacct
If an item's profile shows a Sage Intacct ID but no record number yet, its Intacct Item Profile section displays an Intacct Sync Note asking you to run the Item sync. The next time Get Items reports that Intacct item as modified, Maxio fills in the record number automatically, and the item becomes eligible for Send Items to keep it updated afterward. Until then, the item is neither created nor updated in Intacct.
Payment terms
Get payment terms
Get Payment Terms retrieves the payment terms configured in Intacct. The following fields are pre-configured and can't be changed:
| Maxio Field | Description |
|---|---|
| Payment Term: Intacct ID | The payment term's name in Intacct. This establishes the link between Maxio and Intacct payment terms. |
| Payment Term: Is Active | Determines whether the payment term is active or inactive in Intacct. |
| Payment Term: Name | The payment term's name, matching Intacct. |
| Payment Term: Number of Months | The number of months until the term is due, matching Intacct's Due From setting. |
| Payment Term: Number of Days | The number of days until the term is due, matching Intacct's Due Date setting. |
Customers
Get Customers
Get Customers retrieves customers from Intacct and syncs them into the respective entity within Maxio. The following fields are pre-configured and can't be changed:
| Maxio Field | Description |
|---|---|
| Customer: Intacct ID | The unique identifier for the customer in Intacct. This establishes the link between Maxio and Intacct customers. |
| Customer: Number | The customer's ID in Intacct, matching Intacct ID. |
| Customer: Name | The customer's name in Intacct. |
When Intacct multi-entity is enabled, customers can sync to the Top Level or a specific entity, which determines which entities can see and use that customer. For how this works, including which entity a customer is visible in under each scenario, see Troubleshooting and FAQs.
Payments
Get payments
Get Payments retrieves payments from Intacct, creates a matching payment record in Maxio, and applies it to the corresponding synced invoice. If the payment can't be fully applied against a synced invoice, Maxio creates it with an unapplied line instead of skipping it. See Troubleshooting and FAQs for a related scenario involving Credit Memos.
Send payments
Send Payments requires a Funds Account to be set in your Intacct sync settings before it sends any payments to Intacct. Choose either a Bank Account or an Undeposited Funds Account. If no Funds Account is set, Send Payments doesn't send any payments.
Related information
To set up the Order Entry transaction definitions referenced by Send Invoices as Orders and Send Credit Memos, see Configure Order Entry Transaction Definitions for Intacct.
To configure sync filters and general settings, see Configure the Intacct Integration.
For common sync errors and how to resolve them, see Troubleshooting and FAQs.
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