Autotask integration overview

Introduction

This article explains what the Autotask integration is, how it works, and how to get started. For detailed instructions on each part of the setup and day-to-day workflow, follow the links in the In this article section below.

Autotask PSA (by Datto/Kaseya) is a professional services automation (PSA) and business management software widely used by Managed Service Providers (MSPs) to manage companies, contracts, services, and billing. The integration enables Sellers to map Organizations, Products, and Contracts from the Platform to Autotask, and to post Invoice Lines as Contract Service Adjustments or Contract Charges on the Autotask side.

With Autotask, invoices are generated on the Platform side, and the Platform sends Invoice Lines to Autotask as Contract Service Adjustments (for recurring charges) or Contract Charges (for one-time charges). Once an Invoice Line is synced, you must make any further changes on the Autotask side.

In this article

• What is Autotask
• Get started with the Autotask integration
• End-to-end workflow at a glance

What is Autotask

Autotask PSA is a professional services automation platform widely used by IT service providers and Managed Service Providers. Its Contracts module is the central hub for recurring billing, and its Contract Charges entity handles one-time billing items.

The objective of the Platform's integration with Autotask is to provide all necessary billing information from the Platform to Autotask, enabling Sellers to produce invoices directly within their existing Autotask workflow. Data flows through dedicated APIs on both sides without manual intervention, once the initial mapping is complete.

Key benefits

• Centralizes billing data from the Platform into the existing Autotask workflow.
• Automates the transfer of Organizations, Products, Contracts, and Invoice Lines without manual re-entry.
• Routes each Charge Type to the correct Autotask entity automatically — recurring charges as Contract Service Adjustments, one-time charges as Contract Charges.
• Provides full visibility through a Dashboard, Mapping grids, and 30-day System Logs.
• Keeps the Platform's data unchanged — the integration acts as a proxy, applying transformation rules only at the moment of sync.

For detailed instructions on the responsibility scope for both Partners and AppXite for the PSA integrations, see PSA integration scope: AppXite and Partner responsibilities.

Get started with the Autotask integration

Before configuring the integration, make sure you have your Autotask API credentials ready. For instructions on obtaining them, see How to obtain Autotask credentials.

The integration is set up in five steps. Each step is described in detail in the corresponding article.

• Step 1: Provide credentials
• Step 2: Configure the integration
• Step 3: Map organizations, contracts, and products
• Step 4: Sync invoices to Autotask
• Step 5: Validate the sync

Step 1: Provide credentials

In the Platform, navigate to Settings → Integrations → PSA Tools → Autotask and open the Authentication tab. Enter the following credentials:

• Username — the Autotask API user email address
• Secret — the API secret key generated in Autotask Admin → API User Security Levels

To verify the credentials and resolve your Zone, click Test Connection, and then click Save Authentication Settings. For detailed instructions on generating credentials in Autotask, see How to obtain Autotask credentials.

The Dashboard, Mapping, and Logs & Monitoring tabs remain disabled until you save credentials and establish a valid connection.

Step 2: Configure the integration

Open the Configuration tab under Settings. Review and, if needed, adjust the Material Code Mappings — you must complete this step before any Invoice Lines can be posted to Autotask. To learn more, see Autotask Setup Guide: Setting up Billing Codes for Material Code mapping.

Optionally, enable Auto-Create Recurring Contract to have the Platform automatically create a Recurring Service Contract in Autotask whenever a mapped Organization has no existing contract.

Click Save Configuration when done.

Step 3: Map organizations, contracts, and products

Complete the tabs on the Mapping page in order: Organizations, Products, Contracts, then Invoices. Mapping connects Platform records to their Autotask counterparts.

To learn more about Organizations, Contracts, and Products mapping, see Autotask integration: Mapping organizations, products and contracts.

Step 4: Sync invoices to Autotask

Once Invoice Lines on the Mapping → Invoices tab are loaded and mapped, click Sync Invoices to PSA. The Platform posts each line individually: recurring Charge Types (Cycle Fee, Purchase Fee) as Contract Service Adjustments, and non-recurring Charge Types (Usage Fee, Correction, User Correction, Item Fee, One Time Fee) as Contract Charges.

To learn more about Invoice sync, see Autotask integration: Loading and syncing invoice lines.

Step 5: Validate the sync

After syncing, confirm that a specific Invoice Line arrived correctly in Autotask.

The Dashboard tiles show account-wide sync activity. The tiles (Last Sync to Platform / Last Sync to PSA, Mapped Organizations, Mapped Products, Invoices Synced (30d)) are useful as a coarse, account-wide health check — a recent timestamp confirms that the sync ran, not that any particular line succeeded.

To confirm a particular line, check it at the line level:

• On Mapping → Invoices, find the line and check its Sync Status badge. This is the authoritative pass/fail signal for that line — Synced, Pending, Failed, or Skipped.
• For a line marked Synced, note its Organization, Contract ID, and Offer Name from the same row. You can also look up the Contract ID and its PSA Agreement at any time on Mapping → Contracts, before any invoice lines exist.
• In Autotask, open that specific Contract in the Contracts module and check its Services or Contract Charges tab for a matching entry — recurring lines appear as a Contract Service unit change, non-recurring lines as a Contract Charge.
• If a line shows an Error Sync Status, open the System Logs page, filter by ERROR, and review the summary message for that line before retrying.

To learn more about where to find the relevant data in the Autotask UI, see the following articles:

• Autotask integration: Mapping organizations, products and contracts — where to find the Autotask data used for Organizations, Products, and Contracts mapping
• Invoice lines in Autotask — where to find synced Invoice Lines in Autotask after a successful sync

End-to-end workflow at a glance

The recommended order of operations is the following. Each step is described in detail in the corresponding article.

1. Authenticate — on the Settings > Authentication tab, enter your Autotask API credentials, click Test Connection, then Save Authentication Settings.
2. Configure — on the Settings > Configuration tab, review the Material Code Mappings (required before first sync) and optionally enable Auto-Create Recurring Contract. Click Save Configuration.
3. Sync Organizations — on the Mapping > Organizations tab, click Sync Organizations to retrieve companies from Autotask.
4. Map Organizations — link each Platform Organization to an Autotask company and set Excluded from Sync to No for the ones you want to bill.
5. Load and map Products — on the Mapping > Products tab, click Load Products, then map each Offer to its corresponding Autotask record.
6. Map Contracts — on the Mapping > Contracts tab, link each Platform Contract to an Autotask Recurring Service Contract, or rely on Auto-Create Recurring Contract if enabled.
7. Load Invoices — on the Mapping > Invoices tab, select a month and click Load Invoices.
8. Post invoices — click Sync Invoices to PSA to post all loaded and mapped lines.
9. Monitor — review the Dashboard tiles for sync timestamps, and the System Logs page for detailed activity and errors.

Summary

The Autotask integration centralizes invoice-line delivery from the Platform to Autotask PSA. The Platform remains the source of truth for invoices; Autotask receives mapped Invoice Lines as Contract Service Adjustments or Contract Charges against the appropriate company, service, and Recurring Service Contract. The setup follows five steps — authenticate, configure, map, sync, and validate — each covered in detail in the dedicated articles linked below.

Related content

• How to obtain Autotask credentials
• Autotask Setup Guide
• First steps with the Autotask integration
• Autotask integration: Mapping organizations, products and contracts
• Autotask integration: Loading and syncing invoice lines
• Invoice lines in Autotask
• Autotask integration: System Logs and troubleshooting
• PSA integration scope: AppXite and Partner responsibilities