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Appendix: Deltek Maconomy Cloud

Christa Mason
Updated

Summary

Deltek Maconomy Cloud functions differently from other practice management systems in how it handles email delivery and data synchronization with Aiwyn. This article outlines the unique configuration considerations, explains how to set up your firm’s Aiwyn integration, and provides best practices for sending invoices and statements through Aiwyn using the “Direct Send” method.

Included in this article:

 

Real-time data sync

Maconomy Cloud data updates in real time.
 
This means:
  • There is no scheduled data load
  • Any change to client or contact information is available to Aiwyn immediately.
  • Invoices, adjustments, payments, and new client records sync continuously throughout the day.
 
Because of this, Aiwyn reflects your Maconomy data almost instantly, minimizing sync delays and reducing risk of stale invoice or contact data.
 

Email routing via SendGrid

Deltek Maconomy Cloud uses SendGrid for outbound email delivery, which routes messages through Deltek’s own servers before reaching external recipients.

As a result:
  • Aiwyn cannot apply its usual mail rule logic to detect invoice emails coming from SendGrid.
  • Firms must instead use Aiwyn’s Direct Send method to deliver invoices into Aiwyn for processing.
 

Direct Send method (required for Maconomy Cloud)

Because Aiwyn cannot intercept SendGrid traffic, Maconomy Cloud firms must send invoices directly to the firm’s Aiwyn inbound email address, for example:
 
firm@inbound.aiwyn.ai
This ensures Aiwyn receives each invoice for processing, client routing, and portal delivery.
 
Key reminders:
  • Always use lowercase for the Aiwyn inbound address (case-sensitive).
  • Do not send through the SendGrid relay—bypass it entirely using Direct Send.
  • Each invoice emailed to your Aiwyn inbound address will automatically trigger delivery to the correct client contacts once Aiwyn receives it.
 

Setting a default recipient

Maconomy allows a default recipient to be defined at the configuration level.
 
This eliminates the need to update individual client or contact records to add Aiwyn’s inbound address manually.
Benefits:
  • Simplifies setup and maintenance.
  • Reduces risk of missing the Aiwyn address on new clients.
  • Supports firms with large or frequently changing client lists.
Your Aiwyn Implementation Manager can help configure this default during onboarding. 
 

Mapping client invoice and statement recipients

While the default recipient handles routing invoices into Aiwyn, firms must still determine who should receive invoices and statements at the client level.

This step requires some discovery:
  • Identify which Maconomy fields store billing and statement contacts.
  • Confirm if those contacts are unique per project, per client, or shared across entities.
  • Determine whether the firm uses “Primary” or “Billing” roles to indicate who should receive Aiwyn communications.
 
Once these fields are confirmed, Aiwyn can map them directly to its invoice and statement recipient logic.
 
Best practices:
  • Always verify your Aiwyn inbound address appears correctly in your configuration.
  • Test with a small client group before firm-wide rollout.
  • Avoid routing invoice traffic through SendGrid.
  • Document contact-mapping logic during implementation—this determines who receives invoices vs. statements.
  • Use consistent naming conventions for client and project contacts to streamline future automation.

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