This article defines how data will be pushed from Quoter to Kaseya BMS. Learn more about integrating with Kaseya BMS in this article.

Module Mapping

Person

When creating a Quote in Quoter, you can search for an existing Kaseya BMS Contact using our Person Search feature or create a new one automatically.

When creating or editing a new Person in Quoter, the information will be pushed to a Kaseya BMS Contact and Account. Quoter will try to match Contacts by email address and Accounts by name. If nothing is found in Kaseya BMS, a new entry will be created.

Quote

When a Quote is created or updated in Quoter, a Kaseya BMS Opportunity will be created or updated with the value of the Quote.

When a Quoter Quote is won or lost, Quoter will update the status of the Kaseya BMS Opportunity according to the mapping settings you configure.

When creating a Quote in Quoter, you can pull existing Kaseya BMS Products into Quoter Quotes in real-time.

Note:

  • The Kaseya BMS API currently has limitations with the retrieval of Product prices, therefore pricing is currently not available when using our Product Cloud feature to search Kaseya BMS for Product Items
  • Kaseya BMS Service Items require Unit Price and Unit cost, therefore pricing is available when using our Product Cloud feature to search Kaseya for Service Items
  • The Kaseya BMS API does not support quote-level discounts, only item-level discounts will be considered (as part of the unit price).

*The Default Probability is defined under the Opportunity Settings when adding the Kaseya BMS Integration. Should this need to be changed, navigate to Settings > Integrations to edit the integration accordingly.
**Quoter will try to match the User by email address when posting to Kaseya BMS. In the case the employee is not found, the default sales employee will be assigned to the Opportunity instead. 

Service Quotation

When enabled, Quoter Quotes will also be posted as Kaseya Service Quotations in addition to Kaseya Opportunities.

When a Quote is created or updated in Quoter, a Service Quotation will be created or updated with the line items contained in the Quoter Quote. Quoter automatically matches your existing Kaseya BMS Products by product name, or creates new ones if they do not exist.

Recurring Quoter Items will be synced to Kaseya BMS Service Items*, and Non-Recurring Quoter Items will be synced to Kaseya BMS Product Items.

*All Kaseya BMS Service Items must include a Cost to successfully sync to a Service Quotation. 

**Expired quotes will not be pushed as Kaseya is unable to backdate Quotes.

Service Quotation Mapping

Service Quotation Line Item Mapping

Non-Recurring Quoter Line Items synced to BMS Service Quotation Product Items

Non-Recurring Quoter Line Items synced to BMS Service Quotation Service Items

All Kaseya BMS Service Items must include a Cost to successfully sync to a Service Quotation. 

Kaseya BMS Product Mapping

Kaseya BMS Service Mapping

Matching Logic

Person
Quoter will try to match Contacts by email address and Accounts by name when pushing a Person to Kaseya BMS. If nothing is found in Kaseya BMS, a new entry will be created.

Product
When a non-recurring Item is pushed to Kaseya BMS, it will search for an existing BMS Product by the Product Number. If the Product Number is present, existing products with the following logic

  • If a single match is found, use it.
  • If multiple matches are found:

    If SKU/Unique ID is present, filter matches by comparing our Supplier SKU to the equivalent field in Kaseya BMS:

    If single match found, use it.
    If multiple matches found, use the newest product.

    Matches are filtered by comparing Quoter Item Name to the equivalent field in Kaseya BMS:

    If single match found, use it.
    If multiple matches found, use newest product. 

If no Product Number is present, or no matches were found when searching by Product Number, existing Products will be searched by SKU/Unique ID with the following logic:

  • If single match found, use it
  • If multiple matches found:

    Matches are filtered by comparing our Item Name to the equivalent field in Kaseya BMS.

    If single match found, use it
    If multiple matches found, use newest product. 

If no Product Number or SKU/Unique ID is present, or no matches were found when searching by Product Number or SKU/Unique ID, search for existing products by Item Name

  • If single match found, use it
  • If multiple matches found, use newest product
  • If match not found, create new product

Service
When a recurring Item is pushed to Kaseya BMS, it will search for an existing BMS Service by the Service Name. If a matching service cannot be found by Service Name, a new Kaseya BMS Service will be created.

Did this answer your question?