ConnectWise Setup Guide

Introduction

This guide covers the essential ConnectWise configuration steps that Partners need to complete before and alongside the Platform integration. It explains how to set up products in the Product Catalog, manage Agreement Types, use Custom Fields for integration mapping, understand Company and Agreement records, reconcile data between systems, handle multi-currency scenarios, correct synced data, and configure security role permissions.

ConnectWise Homepage

For the full end-to-end workflow inside the Platform, refer to the ConnectWise integration overview article. For responsibility boundaries between AppXite and Partners, see PSA integration scope: AppXite and Partner responsibilities.

1. How to create products in the ConnectWise Product Catalog

Before mapping products in the Platform, each product must exist in the ConnectWise Product Catalog. The catalog is the source of truth for all products that appear in the PSA Product Name dropdown on the Platform's Mapping → Products tab.

On the Platform's Mapping → Products tab, click Load Products and select a time window (start with 1–3 months). The tab loads only Offers that have appeared on Invoices in that period — not your entire catalogue. For each row, click Click to select in the PSA Product Name column to pick the matching ConnectWise product from a dropdown.

See also: ConnectWise integration: Mapping organizations and products

Navigation in ConnectWise

Procurement → Product Catalog → click + (New Item)

Required fields

Dropdown field options

Product Type

Product Class

Billable

Category

Subcategory 

UOM

2. Running Agreement Invoicing after sync

After the Platform syncs invoice lines to ConnectWise as Additions, those Additions are attached to Agreements but are not yet invoices. To generate a final invoice that can be sent to the Customer, the Partner must run Agreement Invoicing inside ConnectWise.

NOTE! This step is performed entirely inside ConnectWise. The Platform's role ends once the Additions have been successfully synced.

How Agreement Invoicing works

Finance → Invoicing → Agreement Invoicing tab shows one row per Agreement per billing period. Each row represents one billing cycle ready to be invoiced. The Items to Bill column shows Recurring Additions for lines synced from the Platform.

Steps to generate invoices

1. Navigate to Finance → Invoicing.
2. Click the Agreement Invoicing tab.
3. Set Thru Date and Invoice Date to define the billing period.
4. Click Search. ConnectWise loads all Agreements with active Additions in the selected period.
5. Select the checkbox next to each row you want to invoice.
6. Click Create Invoices.
7. A confirmation modal appears: “Invoice all selected items — Are you sure?”. Click YES.

NOTE! Each row represents one billing period for one Agreement, not the Agreement as a whole. If an Agreement has multiple unbilled periods, each appears as a separate row and must be invoiced individually.

3. How to create and manage Agreement Types

Agreement Types are the billing contract templates used when creating Agreements in ConnectWise. The Platform's Configuration tab (under Settings → ConnectWise) requires an Agreement Type selection, and the dropdown is populated from the Agreement Types configured in your ConnectWise instance.

On the Platform's Configuration tab, the Agreement Type dropdown is mandatory — the integration cannot post invoice lines until it is selected. The dropdown is populated directly from the Agreement Types in your ConnectWise instance. If you don't see the expected types, check they exist in CW and re-test the connection.

How the Agreement Type is used during sync

Empty PSA Agreement Name

When an invoice line is posted and the PSA Agreement Name column on the Invoices tab is left empty, the Platform automatically creates a new Agreement in ConnectWise using the default Agreement Type. 

After the sync being done, the Agreement Name is being added by Platform the system automatically.

The new Agreement's Start Date matches the invoice date. All subsequent lines for the same Customer with an empty PSA Agreement Name are posted to this same new Agreement — not one Agreement per line.

A new Agreement is created for the Customer using the default Agreement Type configured in the Platform. The new Agreement's Start Date matches the invoice date. 

Navigate to Finance → Agreements and look for an Agreement of the configured type.

NOTE! If multiple invoice lines for the same Customer have an empty PSA Agreement Name, they are all posted under the same newly created Agreement — not one Agreement per line.

Selected PSA Agreement Name

If a PSA Agreement Name is selected on the Invoices tab, that explicit Agreement is used regardless of the Agreement Type setting in Configuration.

See also: Setting up the ConnectWise integration · How configuration settings are reflected in ConnectWise

Navigation in ConnectWise

System → Setup Tables → search for “Agreement Type” → Agreement Types

Creating a new Agreement Type

1. Click + to create a new Agreement Type.
2. Enter a Name (for example, Microsoft 365 Monthly).
3. Set Billing Cycle (the appropriate cycle for your billing model).
4. Set Cycle Based On to Contract Year or Calendar Year.
5. Set Bill Products to Billable so Additions from the Platform are included in invoices.
6. Optionally enter an Integration Cross Reference — a free-text identifier for accounting system reconciliation.
7. Click Save.

Fields that matter for the AppXite integration

4. Setting up Custom Fields for integration mapping

ConnectWise Custom Fields allow Partners to add additional identifier fields to Company, Agreement, and Product records. For the Platform integration, Custom Fields are useful for storing cross-reference identifiers (such as Platform Organization IDs or ERP IDs) that make reconciliation easier.

The Platform assigns a unique Organization ID (the Organization Reference # visible in the Mapping → Organizations grid) to every Customer Organization. Storing this value in a ConnectWise Custom Field on the Company record lets you instantly cross-reference which CW Company maps to which Platform Organization.
 

The Platform also exposes PSA Organization Name, which corresponds to Company Name in CW.

Navigation in ConnectWise

System → Setup Tables → search for “Custom” → Custom Fields

The most relevant screens for the AppXite integration are:

• Company → Company Overview — for storing AppXite Organization IDs
• Agreement → Overview — for storing AppXite Contract IDs
• Agreement Addition → Additions — for storing AppXite Invoice line references

Creating a Custom Field

1. Click on the Screen and Pod where you want to add the field (for example, Company → Company Overview).
2. Click + to add a new Custom Field.
3. Enter a Field Caption (for example, “ERPId”).
4. Set Field Type to Text (maximum 100 characters).
5. Set Method of Entry to Entry Field for a simple text input.
6. Check Display on Screen? so the field is visible on the record.
7. Click Save.

5. Understanding the Company record for integration purposes

In ConnectWise, a Company is the customer entity that Agreements and Additions are linked to. During the Platform integration, Platform Organizations are mapped to ConnectWise Companies. Only valid, active Company records appear in the PSA Organization Name dropdown on the Platform's Mapping → Organizations tab.

On the Platform's Mapping → Organizations tab, click Sync Organizations to retrieve companies from ConnectWise and populate the list. For each row, click Click to select in the PSA Organization Name column to link the Platform Organization to a CW Company.

Key behaviours to know:

• The Excluded from Sync flag defaults to Yes for every newly synced Organization. You must explicitly set it to No before any invoice lines for that Organization will be posted to ConnectWise. This is a deliberate safety mechanism — nothing is auto-posted without your confirmation.
• A single ConnectWise company can be linked to multiple Platform Organizations (one-to-many relationship). If multiple Platform Organizations map to the same CW company, you must manually specify the PSA Agreement Name for each invoice line — the Platform cannot infer which Agreement to use.
• Only Organizations that participate in valid invoices are pulled from the Platform — the full Organization list is not transferred.
• Re-mapping an Organization to a different CW company does not move previously synced invoice lines. Already-synced lines remain on the original CW company. Only new syncs go to the new mapping.

See also: ConnectWise integration: Mapping organizations and products

Minimum required fields for integration

6. Agreement detail structure and what matters for the integration

An Agreement in ConnectWise is the billing container that invoice lines (Additions) synced from the Platform are attached to. Understanding which fields matter for the integration helps Partners configure Agreements correctly and avoid billing errors.

On the Platform's Mapping → Invoices tab, each invoice line has a PSA Agreement Name column. This is where you select which ConnectWise Agreement the line will be synced into as an Addition. Two cases:

• Select an existing Agreement — the Addition is posted to that Agreement directly.
• Leave PSA Agreement Name empty — the Platform creates a new Agreement in ConnectWise using the default Agreement Type from Configuration (see Section 3). The new Agreement's name matches the Agreement Type name, and its Start Date matches the invoice date.

How Platform charge-date values appear on Additions

The badge on the Charge Start Date and Charge End Date columns on the Platform's Invoices tab indicates exactly what ConnectWise will receive on the Addition:

Platform badge	CW Effective Date (← Charge Start Date)	CW Cancelled Date (← Charge End Date)
No badge	Raw Platform date — no adjustment	Non-recurring: last day of the start month. Recurring (Cycle Fee / Purchase Fee): empty — Addition continues billing every cycle
System Updated	Adjusted by the Charge Start Date rule configured in Settings	Adjusted by the Charge End Date rule configured in Settings
User Updated	Manually entered value — overrides any rule	Manually entered value — overrides any rule

For the complete scenario-by-scenario breakdown with screenshots, see Charge-date rules: how they affect Additions in ConnectWise.

The Charge Start Date on the Platform invoice line maps to the Effective Date on the CW Addition. The Charge End Date maps to the Cancelled Date. Both can be adjusted by configuration rules or manual overrides — see Section 7 for the full behaviour table.

See also: ConnectWise integration: Loading and syncing invoice lines · Invoice lines in ConnectWise Manage

ConnectWise Agreement Details

Fields that matter for the Platform integration

Additions tab

The Additions tab is where synced invoice lines from the Platform appear. Each row is one invoice line. Navigate to it via Finance → Agreements → open Agreement → Additions tab.

7. Reconciling Platform and ConnectWise data

After syncing, Partners should verify that invoice lines on the Platform match the Additions in ConnectWise. Discrepancies can occur due to mapping errors, charge-date rule differences, or sync failures.

The Platform provides two key views for reconciliation:

• Mapping → Invoices tab — shows each invoice line with its Charge Start Date, Charge End Date (with badges), Charge Type, Quantity, Cost, Revenue, PSA Organization, PSA Product, PSA Agreement, and Status in PSA. This is the source of truth for what should be in ConnectWise.
  Platform example: 
  
  ConnectWise after sync:
  
  
   
• System Logs page — shows sync history and errors over the last 30 days. Filter by Error to see only failures. Each error entry shows a summary with the specific cause. If an Addition is missing in CW, check here first before re-syncing.

See also: ConnectWise integration: System Logs and troubleshooting · Invoice lines in ConnectWise Manage

How to compare data

1. On the Platform, go to Mapping → Invoices and note the PSA Organization, PSA Product, Charge Start Date (and its badge), Charge End Date (and its badge), Charge Type, Quantity, and Revenue for a given line.
2. In ConnectWise, navigate to Finance → Agreements, open the relevant Agreement, and click the Additions tab.
3. Find the matching Addition and compare: Effective Date (= Charge Start Date, after any rule or manual override), Cancelled Date (= Charge End Date, after any rule or manual override), Product ID, Quantity, and Unit Price.
4. The Description field on the Addition shows the Charge Type name — either the Platform default or the custom name if one is configured in Settings → Configuration → Custom Charge Type Names.

Using the Agreement Reconciliation Report

ConnectWise provides a built-in reconciliation report per Agreement. Open an Agreement and click Reconciliation in the top toolbar. Set the Start Date and End Date, then click OK.

Common reconciliation issues

8. Multi-currency handling

When syncing invoice lines to ConnectWise, the currency of the Addition is determined by the Agreement it is posted to. Partners operating across multiple currencies must ensure that each Agreement in ConnectWise is configured with the correct currency before syncing.

On the Platform, each invoice line's currency is inherited from the Reseller Invoice Contract associated with it. This currency is visible in the Currency column on the Platform's Mapping → Invoices tab. It cannot be changed via the Platform UI.

Before mapping an invoice line to a ConnectWise Agreement, confirm that the Platform contract currency matches the Agreement's currency in CW. A mismatch will post values in the wrong currency without any warning from the Platform.

Setting currency on an Agreement

1. Open the Agreement in ConnectWise (Finance → Agreements → open Agreement).
2. Scroll to the Recurring Invoicing Parameters section.
3. Select the correct currency from the Currency dropdown.
4. Click Save.

9. Handling corrections and adjustments post-sync

Once an invoice line is synced from the Platform to ConnectWise (Status in PSA = Synced), it can no longer be edited on the Platform's Invoices tab. All corrections must be made directly on the Addition in ConnectWise.

On the Platform's Mapping → Invoices tab, a line with Status in PSA = Synced has its edit controls locked. The row's checkbox is also disabled — you cannot include already-synced lines in a Bulk Update. This is by design: the Platform treats synced lines as handed off to ConnectWise.
 

Do not re-sync a line after manually correcting the Addition in ConnectWise — re-syncing will overwrite your corrections with the original Platform values.

Custom Invoices (corrections/adjustments) created directly on the Platform can also be synchronized into ConnectWise. During synchronization, those records are mapped as Correction entries — the Charge Type syncs as Correction and the Platform Charge End Date appears in ConnectWise as the Cancelled Date on the Addition.

See also: ConnectWise integration: Loading and syncing invoice lines — Custom invoices and corrections

Editing an Addition directly in ConnectWise

Navigate to Finance → Agreements → open the relevant Agreement → Additions tab → click on the Addition you want to edit.

Cancelled Subscription handling (automatic)

When a full sync runs, the Platform automatically checks whether each Subscription that produced recurring invoice lines in the previous month is still active in the current month. If a Subscription is no longer present (cancelled, not renewed, or ended), the Platform updates the corresponding Addition in ConnectWise by setting the Cancelled Date to the last day of the previous invoice month. This detection runs automatically as part of every full Sync Invoices to PSA operation — not when only individual lines are selected.

10. Security Role permissions reference

The Platform integration connects to ConnectWise via an API user assigned to a Security Role. The Security Role must have the correct permissions for the integration to read Companies, post Additions, and access invoicing data.

The API credentials you enter on the Platform's Authentication tab (API URL, ConnectWise Company ID, API Public Key, API Private Key) are tied to the CW API Member that belongs to this Security Role. If the role is missing any required permission, the Platform will fail to read Organizations, post Additions, or pull product data.

After creating or modifying the Security Role in CW, use the Test Connection button on the Platform's Authentication tab to verify the API user has sufficient permissions. 
Successful result: green message "Test is successful." 
Failure: red message "Test is not successful."

For step-by-step instructions on creating the API Member and generating keys in ConnectWise, see How to obtain ConnectWise credentials.

Creating the API Member in ConnectWise

1. Navigate to System → Members → API Members tab.
2. Click + to create a new API Member.
3. Enter the Member ID (unique identifier for the API user), Member Name (descriptive display name), and assign the Role ID (the Security Role you will create below).
4. Click Save.
5. Open the newly created API Member and navigate to the API Keys tab.
6. Click + to generate a new API key. Enter a description (for example, AppXite Integration API Keys).
7. Click Save. Copy and securely store the Public Key and Private Key.

Creating the Security Role

1. Navigate to System → Security Roles.
2. Click + to create a new role.
3. Enter a Name (for example, AX Integration).
4. Click Save, then open the role and configure Security Modules as described below.

Required permissions matrix

Summary

This guide covered the key ConnectWise configuration areas that Partners need to manage alongside the Platform integration: creating products in the Product Catalog, running Agreement Invoicing to generate final invoices from synced Additions, setting up and managing Agreement Types, using Custom Fields for cross-reference mapping, maintaining valid Company and Agreement records, reconciling data between the Platform and ConnectWise, handling multi-currency scenarios, correcting synced Additions directly in ConnectWise, and configuring the Security Role permissions for the integration API user.