First steps with the Autotask integration

Appxite Updated by Appxite

Introduction

This article explains how to access, authenticate, and configure the Autotask integration in the Platform. These are one-time setup steps that you must complete before mapping or syncing any data.

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Access the Autotask integration

The Autotask integration is configured from the Settings > Integrations area of the Platform.

To access the Autotask integration, follow these steps:

  1. In the Platform, navigate to Settings → Integrations.
  2. In the top tab bar, locate the PSA Tools section.
  3. Click the Autotask PSA tile (labeled "Professional Services Automation for MSPs powered by Kaseya/Datto").
  4. The Autotask integration area opens. The left navigation contains four items: Dashboard, Mapping, Logs & Monitoring, and Settings.

Until you configure and save credentials on the Settings > Authentication tab, the Dashboard, Mapping, and Logs & Monitoring tabs remain disabled. After authentication, you also need to review and save the Material Code Mappings on the Configuration tab before the integration is fully usable.

Settings page

The Settings page is the configuration hub for the Autotask integration. It contains three tabs at the top: Authentication, Configuration, and Dictionary.

The page header reads: "Settings — Configure your Autotask integration credentials and preferences."

Authentication tab

The Authentication tab is where you provide the API credentials that let the Platform communicate with your Autotask instance. Until you save these credentials, the rest of the integration remains disabled.

For instructions on generating these credentials, see How to obtain Autotask credentials.

The Authentication Settings section reads: "Configure your Autotask API credentials for secure access."

Required fields:

  • Username — the Autotask API user email address. Helper text beneath the field reads: "Autotask API user email address."
  • Secret — the API secret key generated for the Autotask API user. This field is a password-type input with a show/hide toggle. Helper text reads: "Generated in Autotask Admin → API User Security Levels." After saving, the value is stored securely and can't be retrieved in plain text.

Test the connection

After entering credentials, verify them before saving:

  1. Click Test Connection.
  2. The Platform performs Zone resolution automatically: it calls the Autotask Zone Information endpoint using the supplied Username, resolves the correct API base URL, and displays the resolved Zone name and API URL as read-only diagnostic values below the form. You don't need to know your Zone or API base URL in advance — the Platform discovers these values automatically.
  3. If successful, a green message confirms the connection. If the test fails, the UI displays the specific error reason returned by the backend.

Save the connection

  1. Click Save Authentication Settings to store the credentials. The button is disabled until both Username and Secret fields contain non-empty values.
  2. On successful save, the Platform redirects you to the Configuration tab to review the Material Code Mappings before proceeding.

Disconnect the integration

The Administrative Actions section appears below the credential form after a successful save. It's visually highlighted with a red border and red button to signal the severity of the action.

To disconnect the integration, follow these steps:

  1. Click the red Disconnect button.
  2. A confirmation dialog appears, explaining that all API credentials will be removed and synchronization will stop, but that existing mappings will be preserved in an inactive state.
  3. Click Confirm to proceed, or Cancel to abort.

Note: Existing mappings (Organizations, Products, Contracts, Invoices) are preserved after disconnection. If you reconnect later with the same Autotask instance, the mappings remain available. Only the credentials and active sync jobs are removed.

Configuration tab

The Configuration tab controls integration settings that must be in place before any Invoice Lines can be posted to Autotask.

General Configuration

The top section displays a General Configuration card with the subtitle "Configure contract and invoice sync settings."

  • Auto-Create Recurring Contract — a toggle that, when enabled, automatically creates a Recurring Service Contract in Autotask when a mapped Organization has no existing contract. The description reads: "Automatically create a recurring service contract when a mapped organization has no existing contract."

Material Code Mappings

The Material Code Mappings section maps each non-recurring Charge Type to the corresponding Autotask Material Code ID, used for Contract Charge posting. The subtitle reads: "Map charge types to the corresponding Autotask PSA Material Code ID. Used for Contract Charge posting."

The table contains one row per supported non-recurring Charge Type:

Charge Type PSA Material Code
Usage Fee Select from dropdown (e.g., "-2 Discount Non-Taxable")
Correction Select from dropdown (e.g., "-1 Discount")
One Time Fee Select from dropdown (e.g., "5 Change Orders")
Item Fee Select from dropdown (e.g., "29682783 Miscellaneous")

Each dropdown displays both the Material Code ID and its name side by side. The options are fetched from the connected Autotask instance's Billing Codes of type Material.

A Default Material Code ID field appears below the mappings table. This value is used as a fallback when no per-charge-type mapping has been configured for a given line. The field is a dropdown populated from the same Autotask Billing Codes list.

First-time setup banner

On first visit (before Material Code Mappings have been saved), an amber banner appears above the table:

  • Heading: "Action required before your first sync"
  • Body: "Review the default Material Code mappings below and confirm they match your Autotask PSA setup. You can adjust any mapping now or return to this page at any time. Mappings must be saved before invoice lines can be posted to Autotask."

After you click Save Configuration, the amber banner is immediately replaced by a green confirmation strip reading: "Mappings saved — ready to sync. You can update these at any time." A success toast also appears: "Configuration saved — Material Code Mappings saved. You can now sync invoices to Autotask."

The green strip remains visible even if you modify a dropdown after saving — it doesn't revert to amber on change alone. The Save Configuration button is disabled when no changes have been made since the last save, and becomes active again as soon as you modify any mapping.

Caution: You must save Material Code Mappings at least once before any Invoice Lines can be posted to Autotask, even if you keep the default values. The integration doesn't sync until you complete this step.

Dictionary tab

The Dictionary tab is a read-only reference that explains how field names map between the Platform and Autotask. It helps reduce confusion when you work in both systems.

The card title is Field Name Dictionary with the subtitle "Key field name matching between both systems." The table has two columns: PLATFORM and AUTOTASK PSA, separated by a right-arrow (→) symbol. Autotask terms are displayed in the brand accent color.

Platform Autotask PSA
Organizations Accounts
Invoice Lines Contract Services / Contract Charges
Products Services
Contracts Recurring Service Contracts
Charge Start Date Effective Date / Date Purchased
Charge End Date Cancellation Date / Billing Period End Date

Dashboard page

The Dashboard page provides an overview of the integration status and recent sync activity. It's the first item in the left navigation.

The page header reads: "Dashboard — Overview of your Autotask integration status and sync activity."

Sync tiles

Two sync status cards are displayed side by side at the top of the page:

  • Last Sync to Platform — the elapsed time since Organizations were last synced from Autotask to the Platform (e.g., "11d ago"). A brief description of sync direction is included.
  • Last Sync to PSA — the elapsed time since data was last synced from the Platform to Autotask (e.g., "7d ago").

System Information panel

The System Information section below the tiles shows:

  • Autotask Environment — displays whether the connected instance is a Production or Development/Sandbox instance, with a Connected status badge (green).
  • Integration Version — the current integration version (e.g., "v1.0"), with an Up to Date status badge.

Mapping health summary

Three stat cards appear below System Information, reflecting live mapping state:

  • Mapped Organizations — shows the count of mapped vs. total Organizations (e.g., "5 / 17 of total").
  • Mapped Products — shows the count of mapped vs. total Products (e.g., "2 / 18 of total").
  • Invoices Synced (30d) — shows the total Invoice Lines synced in the last 30 days (e.g., "0 last 30 days").

Summary

This article covered the one-time setup steps for the Autotask integration: accessing the integration from Settings → Integrations, entering and testing API credentials on the Authentication tab, reviewing and saving Material Code Mappings on the Configuration tab, and understanding the Dashboard and Dictionary. Once you complete these steps, the integration is ready for day-to-day mapping and syncing.

Related content

compliant Autotask PSA

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