Use this article as a guide when integrating your account with Datto Autotask PSA.
At any time, you can come back to the Integrations page (Settings > Integrations) to make changes to the integration.
The field mappings are set up automatically when you follow the instructions below. For more information, take a look at this article.
Prerequisites
Autotask PSA Opportunities requires an organization and phone number to be present, so we recommend that you enable organization as a required field in Quoter (Settings > Required Fields)
Create a new API user in Autotask PSA under Admin > Resources (Users). When editing a user, the credentials can be seen and set under the Security tab.
Please ensure that the API User is tied to an Integration Vendor as per the example below:
Integration Overview
When creating a Quote in Quoter, you can search for an existing Autotask PSA Contact and Opportunity, or create a new one automatically. Please note that existing Autotask Opportunities must be Active with a future expected close date to be shown in Quoter. You can also pull existing Autotask PSA Products or Services into Quoter Quotes in real-time.
When a Quote is created or updated in Quoter, the Autotask PSA Opportunity will be updated with the value of the Quote, and an Autotask PSA Quote will be created or updated with the line items in the Quoter Quote. A PDF of the Quote will also be added to the Autotask Opportunity. Quoter automatically matches your existing Products or Services, or creates a new one if they do not exist. You can set Products to be set as Labor Items in Autotask when pushed over.
When a Quoter Quote is won or lost, Quoter will update the status of the Autotask PSA Opportunity according to the mapping settings you configure.
Includes LiveLinks and ExecuteCommand capability
Integration Limitations
Due to API Limitations categories cannot be created in Autotask. As a result, Quoter will try to match the Quoter Category and Subcategory to an existing Autotask Product Category. If a match is found, the Product Category field will be set with the matching category. If no match is found, the Product Category field will not be set.
Due to how Autotask handles Labor Items, these will always be pushed as One-Time Items in Autotask, regardless of their recurring status in Quoter.
Quoter only supports recurring Autotask PSA Products if an existing Autotask Product is added to the Quote or Quote Template. Recurring Items from other sources (such as Quoter) will be created as Services in Autotask instead. Service Items pulled from Autotask will be pushed as Products if they are set as one-time Items in Quoter.
Please note: When Pulling the Product from Autotask, the Product Category will be mapped to the Quoter Category and Quoter Subcategory (if present)
Setup Instructions
1. Navigate to Settings > Integrations to select Datto Autotask PSA under Professional Services Automation (PSA):
2. You'll be navigated to the Add Datto Autotask PSA Integration dialog that will allow you to enter your credentials before clicking Connect to Autotask PSA:
3. Complete the Company Settings and Opportunity Settings
4. Set the Quote Status Mapping:
5. Set the Products and Services Settings:
6. Set the Item Category Mapping:
Important Note regarding Labor support:
When a Quote is published in Quoter, we create a Quote in Autotask with Autotask Quote Items. If the Labor setting for an Item Category or Subcategory is set to Yes, then we will create the Quote Items from that Category or Subcategory with the Type Labor instead of Product or Service. If the Labor setting is enabled for a Category/Subcategory, we will not create a new Autotask product for those line items as they represent labor and not products or services.
7. If needed, configure Tax Code Mapping:
Important Note regarding Tax Code Mapping:
When setting Tax Code Mapping, a new browser tab is opened. After creating your tax mapping, return to the previous tab to save your Autotask integration settings.
8. To complete the setup process, click Save Integration at the bottom of the Integration Settings Page.
Enjoy!