Datagate: Export Invoices to Autotask

Written by Marissa Orsini

Updated at May 4th, 2023

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Table of Contents

Scope Requirements Datagate: Set Up Autotask Integration Datagate: Sync Autotask Customers Exporting Invoices

Scope

This article will show you how to export invoices to Autotask.

Requirements

Admin Access to Datagate
Autotask Integration
Autotask Customers Synced

Datagate: Set Up Autotask Integration

Scope

This article will show you how to set up the Autotask integration in Datagate.

Requirements

Admin Access to Datagate
Create Autotask API User

Setting up the Autotask Integration

Log in to Datagate
Go to Settings
Click on Integrations
Click Configure on the Autotask option
Enter the Username and Secret Key from your API User.
Click the floppy disk to save.
Click Test Account Access and if you get the green confirmation, you are good to go!

Datagate: Sync Autotask Customers

Scope

This article will show you how to sync your customers in Autotask into Datagate.

Requirements

Admin Access to Datagate
Set Up Autotask Integration

Make the Datagate Field Visible

Before running a customer sync, the datagate field in Autotask needs to be made visible.

Go to Admin > Account Settings and Users > Features and Settings tab > Accounts and Contacts
Click Account Categories then click the hamburger menu next to Standard and select Edit.
Go to the Details Tab > Sections and Fields section, scroll down to User-Defined fields > Hidden Fields > Datagate (UDF)
Click the hamburger menu and select Make Field Visible

Enable User Defined Field on Autotask Customers

Go to CRM menu > Accounts
On each account, you want to sync with Datagate, go to the Details tab, scroll down on the left sidebar to USER-DEFINED FIELDS, find the Datagate field, click on this field, and select Yes.
Click Save and Close

Sync Customers In Datagate

Go to Customers
Click the Sync Icon
Click the Autotask Icon and click Confirm.
Once the sync is completed, customer accounts will be added/updated, a summary of changes will be displayed on the screen.

Exporting Invoices

Go to Invoicing > Action Invoices
Select the invoice you want to export
Click Mark as Sent under the Actions menu
Select the invoice you just marked as sent. The status should now be Sent Manually
Select Export invoice from the Actions menu
On the Export Invoices modal, select Autotask Charges for Type of Export and click Export.
The export wizard will appear. Select the following items in each step.
1. Step 1: Contract Type - Depending on the contract type selected in this step, DataGate will fetch the data related to the user's selection. This step could take a few seconds before loading Step 2.
2. Step 2: Contract Mapping - Select the contract you want to attach this invoice to.
3. Step 3: Grouping Type - Leave as the default, which is service.
4. Step 4: Services Mapping - Usages are called Products in Autotask; therefore, we map usage records to Products at this step. To see the list of products in Autotask, go to ADMIN menu > Features & Settings menu > Features & Settings tab > PRODUCTS, SERVICES, & INVENTORY > Products.
5. Step 5: Product Mapping - Select the matching products in Autotask to the ones in Datagate. Export Product Transactions: you can select the product charges you want to export, All / One-Off only /Do not export.
6. Step 6: Surcharge Mapping - If you have added your own surcharges, here is where you will map the surcharge to a product in Autotask.
7. Step 7: Tax Mapping - Select the Product you want to be mapped for the taxes and fees. This can be 1 single product or multiple products.
8. Step 8: Existing Items - Selecting Delete Existing Items, will delete all not-billed charges from the selected contract.
9. Step 9: Price Calculation - Leave as default.
Click Export.
To confirm your invoice has been exported to Autotask, find the contact's customer and click the Charges menu on the right-hand sidebar.