This article describes the steps of how to set and manage billing/invoicing integration with Autotask platform.

You can also set up your QoS Partner Dashboard to create tickets in Autotask for all critical alerts related to Unite Quality of Service. Read the Knowledge Base article on Partner Dashboard Integration With PSA Systems (Autotask And ConnectWise) for instructions.

Glossary

Transaction - billing transaction in your balance.

To check the transactions navigate to My Partner Account > Balance:


Check transactions

Transaction Charge Item - item of the billing transaction
SKU - ID of Intermedia product/service, resold to customer


Transaction Charge Items and SKUs

Note: Transaction Charge Items as well as SKUs can be found in the Billing Report under My Partner Account > Reports > Exportable Billing Report.

Transaction Recurring charge item - charge item with price type recurring

Transaction One-time charge item - charge item with price type one-time

About Autotask Integration

Autotask is a business management and professional services automation platform.

The Autotask Billing integration allows to export the list of resold services and products, accounts information, including billing and usage information, to Autotask.

To do so, we export transactions with categories MR and AL with the latest service date within the last month. To see these transactions, you can go to My Partner Account > Balance:


MR and AL categories

Autotask Integration Setup

To start the integration go to Partner Portal > Integrations > Autotask > Get started with Autotask. The system will start the Autotask Integration Setup wizard.

Step 1: Credentials

  1. You can use existing user or create a new one. For successful Integration the AutoTask the user need to have the permissions to view/create/edit the following Autotask entities:
    • vendors
    • customer accounts
    • contracts
    • contacts
    • products
    • services
  2.  Click Next

Credentials

Note: The best practice is to create a new user in AutoTask with Admin Access. For example, Full Access (System). Refer to the article How to create AutoTask user in AutoTask for more information.

Step 2: Settings

  1. Choose data for export:
    • Services/Products
      Resold SKUs from the recurring charge items will be added to the Autotask Service catalog. List of all resold  SKUs  will be exported. If there is an Autotask service with service name = Intermedia SKU (PartNumber) then a new product won't be created.
      Resold SKUs from the one-time charge items will be added to the Autotask Product catalog. Only SKUs from transactions with service date within last 30 days will be exported. If there is an Autotask product with Manufacturer Product Number = Intermedia SKU (PartNumber) then new product won't be created.
      New Services in Autotask will be created with the following parameters
      • service name = SKU
      • description = Item Description
      • vendor name = Intermedia (will be created automatically if not exist in Autotask)
      • period type = monthly
      • unit price = $0
      • billing code = managed services (this billing code MUST exist in Autotask)
      • active = "true"
    • New Products in Autotask will be created with the following parameters
      • Product Name = Name
      • Product Description = Description
      • Material code= Taxable Products
      • Vendor = Intermedia
      • Manufacturer Product Number = SKU
    • Accounts - new accounts will be created in the Autotask based on of the Account Mapping Table.
      Auto-created accounts will be create in Autotask with the following parameters
      • account name = account name in Partner Portal
      • account type = customer
      • account manager = default manager
      • phone = customer phone (account owner, main phone)
      • email = customer email (account owner, email)
      • address = customer company address (company, not billing)
    • Contracts - new contracts will be created or existing contracts will be updated in the Autotask based on of the Account Mapping Table.
      Services quantity in the Autotask contracts will be adjusted on base of the Account mapping table with the quantities from the appropriate recurring charge items. Only charge items from transactions with service date within the last 30 days will be exported.
      New charges will be created on base of the Account mapping table with the quantities from the appropriate one-time charge items. Only charge items from transactions with service date within the last 30 days will be exported.
      Auto-created contracts will be created in Autotask with the following parameters:
      • Account = related Autotask account
      • Contract name = "Cloud services," + [customer company name]"
      • Contract Period Type = monthly
      • start date = export date - 1 month
      • end date = export date + 10 years
    • Services Costs - services and charges costs in the Autotask contracts will be exported and adjusted with the costs from the appropriate recurring charge items.
    • Services Prices - services and charges prices in the Autotask contracts will be exported and adjusted with the prices from the appropriate recurring charge items.
  2. Click Next

Settings

Note: Only charge item SKUs from transactions with service date within last 30 days will be exported.

Step 3: Account Mapping table

  1. Map customer accounts to Autotask accounts and contracts. You can export data in existing Autotask companies and agreements or create a new one.
  2. Select Partner Portal accounts you want to export. Only data of accounts with a check mark in the Export column will be exported in Autotask.
  3. Click Finish.

Account Mapping

Autotask Integration Management

You can manage Autotask Integration by going to Partner Portal > Integration > Autotask.

  1. The page contains last export information (if export has ever been done) and a link to the detailed export log.
  2. You can start export immediately by clicking the Start export now button.
  3. You can change your account mapping settings.
    To do so, click Account mapping tab.
  4. You can change your export settings.
    To do so, open the Settings tab.
    Management settings

Export to Autotask: Example

Export date: June 4, 2019

Export case example:

  1. Settings:
    Settings example
  2. Account Mapping Table (the TestCompany account exists in Autotask).
    Account Mapping table example
  3. The following transactions with the service date within the last 30 days are listed in My Partner Account > Balance:
    Transaction example

    Transaction example
  4. Service PLN004NR exists in Autotask Service Catalog.

Export result:

  1. The following services are added to the Autotask Service Catalog:
      • LYN002NR - Skype for Business Enterprise Users
      • OWA002NO - Additional Storage Space for OWA-only
      • PMX00010MX0R - POP/IMAP Mailboxes
      • RM010C01MX0R - Resource Mailboxes
        Note: Transaction Charge Items as well as SKUs can be found in Billing Report under My Partner Account > Billing documents.
  2. Services usage is added to the contract. There are no services for Billing period from May 4, 2019 to May 13, 2019.
    Service usage
  3. Charges are displayed for the period from May 13 to June 4, 2019 (next billing period start date for Autotask contract). All prices and costs are prorated.
    Charges