Getting Started with Maxio Payments

Maxio Payments is a way to process payments that is purpose-built to support B2B SaaS companies. Maxio's goal is to automate a key piece of your financial operations and provide a single source of truth/confidence. Our payments product also allows you to remove yet another external system that relies on integrations prone to feature gaps/manual processes. That's not all! With Maxio Payments, you also gain access to our consolidated reporting and integrated serving.

Important Notes & Caveats

Please be aware of the following if you are interested in adopting Maxio Payments:

  • We support credit cards and ACH in US Dollars.
  • The Maxio Payments gateway can process the following payment types:
    • Credit card
    • ACH

Eligibility and Application Process

If you are interested in using the Maxio Payments gateway, please contact and a representative from the Maxio Payments team will contact you to determine eligibility. If you are eligible, pricing and contract terms will be determined and signed by both parties. Then, an Implementation Consultant will contact you to begin the onboarding process, which involves adding the Maxio Payments gateway to your account and completing the application.

After you submit your application, it can take up to 48 business hours for the application to be reviewed and/or approved. If the application is not approved after the application is submitted a representative from Maxio's payment team will work directly with you to discuss the next steps.

Add the Maxio Payments Gateway

Complete the following steps to add the Maxio Payments gateway to your account and access the application.

  1. In Advanced Billing, navigate to Configure → Payment Gateways on the sidebar.


  2. Click Add Gateway at the top-right corner of the screen.


  3. Locate and select Maxio Payments. Then, click Continue.


  4. Click Sign Up.


  5. Enter “maxio-payments-handle” in the Gateway Handle field, select your desired payment types, and click Save.


  6. You will then be redirected to the application. You can find instructions on how to complete the application in the next section.

Application Requirements

The sections below provide guidance on how to complete the application for using Maxio Payments.

Beneficial Ownership

Ownership Prong Information

The personal information of each individual, if any, who, directly or indirectly, through any contract, arrangement, understanding, relationship, or otherwise, owns 25 percent or more of the equity interests of your organization. A drill-down through several layers of legal entities may be needed to determine each individual that meets this threshold.

At a minimum, the following information about the individual(s) must be collected, verified, and screened:

  • Legal name
  • Date of birth
  • Address
  • Social security number (SSN) [For non-U.S. persons without an SSN or ITIN, their foreign passport number and country of issuance or similar identification] 
Control Prong Information

The personal information of the individual with significant responsibility for managing or organization and/or significant responsibility to enter the company contractually with Payrix, such as an executive officer or senior manager (e.g., Chief Executive Officer, Chief Financial Officer, Chief Operating Officer, Managing Member, General Partner, President, Vice President, Treasurer, or any other individual who regularly performs similar functions).

At a minimum, the following information about the individual must be collected, verified, and screened:

  • Legal name
  • Date of birth
  • Address (residential or business street address)
  • Social Security Number (SSN) [For non-U.S. persons without an SSN or ITIN, their foregin passport number and country of issuance or similar identification]
  • Title


Important Notes:

  • At times, the same individual could fulfill two or more of the roles above.
  • A merchant may have as few as zero or as many as four individuals who fulfill the ownership prong, but at least one individual is required under the control prong.
  • Beneficial Owners are sometimes referred to as “Ultimate Beneficial Owners” (UBOs).
  • The full 9-digit SSN is required for a U.S. person.
  • For non-U.S. persons without a U.S. SSN or Individual Taxpayer Identification Number (ITIN), provide a current, non-expired foreign passport number and country of issuance, alien identification card number, or reference number and country of issuance of any other government-issued document evidencing nationality or residence and bearing a photo or similar safeguard.
  • The collection of the % beneficial ownership of each individual representing the “ownership prong” (Beneficial Owners with 25%+ ownership) is required by Payrix
  • If a non-statutory business trust directly or indirectly owns 25% or more of a legal entity, the trustee(s) is deemed the Beneficial Owner.

Application Fields/Definitions

Please take note of the required fields.

Business Overview Section

Business Type (required) Please refer to the next section for detailed explanations of the different business types and their required information.
Country (required) Defaults to "United States".
Legal Business Name (required) The legal name of the business.
DBA Business Descriptor The business name that appears on the payer’s statements. This is normally the legal business name.
Industry Your actual processing activity to implement a Quality Control (“QC”) process to ensure the most accurate MCC Code is selected. If you process transactions not covered by a single MCC assignment, an additional MID(s) setup may be required.
EIN (required) The 9-digit business identification number that was issued by the IRS. 
  • If the business is a sole proprietorship, this can be left blank.
Business Phone (required) The phone number of the business.
Business Email Address (required) The general email address of the business. Please note that it does not have to be the email address of the person applying.
Business Website (required) If you are processing payments online, the URL to the business website that is used to process online transactions is required. Please note that the platform or generic websites used for multiple merchants are not permitted.
How Does the Business Primarily Take Payments? In most cases, this will be “customer enters payments online”.


Business Type Explanations

Entity or Business Type

Information Required On

Data Required


Sole Proprietorship (one single owner)

Sole Owner

Full Name

Physical Address (no PO Box)



Sole Proprietorships can only have one owner

Partnership, Limited Liability Company

Any Owner with 25% or more

Full Name

It is possible for an owner to also satisfy the obligation of Controlling Authority in the business

Private Corporation

Ownership interest, and controlling authority (only one individual required)

Physical Address (no PO Box)



% of Ownership



Tax Exempt (e.g. NPO, Political Campaign)

Controlling Authority (only one controlling authority required)

Full Name

Physical Address (no PO Box)




Tax Exempt entities must be grated tax exempt status from the IRS via a 501(c)(2)(3) form

Government Entity

Controlling Authority (only one individual required)

Full Name


Business Address

DOB (optional)

SSN (optional/not required)

Applies to Federal, State, and Local

Publicly Held Companies (US Only)

Controlling Authority (only one

Full Name


Business Address

DOB (optional)

SSN (optional/not required)

A US Publicly Traded entity that trades on a US Stock Exchange such as the Nasdaq or NYSE. Underwriting must capture the Company’s Ticket Symbol

Federal or State Regulated Financial Institutions

Controlling Authority (only one individual required)

Full Name


Business Address

DOB (optional)

A Corporation Entity type, whether Public or Private, can also be a Financial Institution. If the FI is regulated by a Federal o State regulator, the entity is exempt from providing personal details (example: full name and title)

Non-Federal or Non-State Regulated Financial Institution

Any Owner with 25% or more ownership interest, and controlling authority (only one individual required)

Full Name

Physical Address (no PO Box)



% of Ownership


If the Financial Institution is not regulated by a Federal or State Regulator, all KYC/CIP data elements must be obtained.


Business Details Section

What does your business process payments for and how are goods sold? (required) A general statement to answer this question is fine.
Annual Processing Volume (required)

The amount of sales the customer expects to process in a year.

  • IMPORTANT: If your processing volume is over 600K, two fiscal years' financials + current year interim results (P&L, Balance Sheet) are needed.
Annual Transaction Amount

The average transaction amount from the previous year.

  • IMPORTANT: Customers who apply with MCCs 5999, 7392, 8999, and/or who will have tickets over $10K or process transactions entailing advanced billing/future delivery of goods or services will be required to upload the following at the time of submission:
    • Three most recent months complete processing statements
    • Three most recent months complete bank statements


Business Address Section

Business Address fields The physical address of the business. This is typically the address that is used for the IRS.


Additional Sections

Owner Information/Address/Add Additional Owner Section (required) These sections require the information of the person applying. For more, see the Beneficial Ownership section above.
Bank Section

This section is to validate the bank account and set up the account for funds to be deposited/withdrawn.

  • Options:
    • Plaid integration: Link to an existing bank account.
      • Fastest method to onboard
    • Enter bank information manually
      • IMPORTANT: A voided check, bank statement, or bank letter needs to be uploaded
        • Include the name of the business
        • Application Date
        • Type of document
Terms and Conditions Section You MUST review and agree to the terms and conditions.
Optional: Upload Documents You have the option of uploading any necessary documents to the application.


Gateway Conversion

A gateway change may allow you to update the payment gateway that your existing Advanced Billing site is connected to without requiring your customers to re-enter their credit card information. Completing a conversion provides a seamless transition for a better customer experience.

Requirements Prior to Beginning Conversion

  • Advanced Billing requires two-weeks notice to schedule a gateway change.
  • Your beginning gateway must support data portability (the ability to export your customers' credit card data). If you are unsure, please contact your beginning gateway to verify.
  • Coordinate a data export with your beginning gateway, and provide Advanced Billing with the scheduled date of this export.

Please note: If your beginning gateway does not support data portability and is unable to export the stored credit card information, you will need to ask your customers to re-enter their credit card information when you switch to the Maxio Payments gateway.

Requirements After Application Approval and Prior to Conversion

  • Perform a test signup in the Admin UI using a real credit card to ensure new signups will process successfully through your ending gateway.
  • Make the ending gateway the default for the payment types that are being moved.


Handling Refunds When Changing Gateways

As long as your beginning gateway account is still functioning, you may be able to process refunds for transactions created prior to the gateway change through Advanced Billing. This will depend on your relationship with that gateway and how funds are managed with them.

If you still have access to a web portal for your beginning gateway, you may be able to process the refund there. Or, once the cards have been imported to the ending gateway, you may be able to process an ‘unlinked refund’ to the customer’s card. Otherwise, you may need to send the customer a check or use some other manual method of returning the funds to them. If funds are returned to the customer, you should record an external refund in Advanced Billing so that the subscription details are correct.

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