Autotask

The Autotask PSA integration connects Mesh billing data to Autotask. It maps Mesh customers and services to their corresponding Autotask accounts, contracts, and services, then synchronizes the license quantities used for billing. 

Before You Begin

Make sure that: 

• You have administrator access to the Mesh partner account.

• You have permission to create API users and manage security levels in Autotask.

• Each customer that you want to synchronize has an active recurring-services contract in Autotask. 

• The required services exist in Autotask and are associated with the relevant contracts.  

• The Mesh integration requires a dedicated Autotask API user. Do not use the credentials of a standard Autotask user. 

Step 1: Create an API security level 

Create a dedicated security level for the Mesh API user and grant only the permissions required by the integration. 

1. In Autotask, go to Admin > Account Settings & Users > Resources/Users (HR) > Security Levels

   

2. Copy an existing API-user security level or create a new one named Mesh API User. 

3. Configure the permissions required to view companies and services and to view and update recurring-services contracts and their services.

   1. Contracts – select Full Permission. 

   2. Under CRM, select all permissions from Customer & Cancellation. 

   3. Inventory – select Full Permission. 

   4. Under Admin, enabled the following two options: 
      -Application-wide (Shared) Features (Full Access) 
      -Products, Services & Inventory.

   5. Under Other > Miscellaneous enable "Can view internal cost data (excludes New/Edit Resource page)".

4. Save the security level.

Step 2: Create an API user 

Create a dedicated API user for the integration: 

1. In Autotask, go to Admin > Account Settings & Users > Resources/Users (HR) > Resources/Users. 

2. Select New > New API User. 

3. Enter a first name, last name, and email address that identify the account as the Mesh integration user. 

4. For Security Level, select Mesh API User. 

6. Generate the API user credentials. 

7. Copy and securely store the Username (Key) and Password (Secret). You need them when configuring the integration in Mesh. 

8. Save the API user. 

Step 3: Configure API Authentication

Enter the credentials generated for the Autotask API user. 

• Username (Key): The username generated for the Autotask API user. 

• Password (Secret): The password generated for the Autotask API user. 

• Select Test Connection. After Mesh successfully validates the connection,  

• Select Next.  

Step 4: Account Mapping 

To associate each Mesh account to its corresponding Autotask client and invoice, you must first create a mapping. Once all mappings have an invoice selected, and the mappings are saved, you can continue to the next step.

The “Suggest Mappings” button will try to automatically associate the clients and agreements but these can be manually adjusted or specified if needed.

• Mapped - An Autotask company and contract have been selected and the mapping is saved.

• Unmapped - No Autotask company or contract is selected. 

• Pending - A company and contract have been selected, but the mapping has not been saved. 

• Required - No eligible contract was found for the selected Autotask company. Remove the selection or create an eligible contract before continuing. 

You can continue after all included customers have a valid, saved mapping. Customers that should not synchronize must remain excluded from the selection. 

Step 5: Service Mapping

Map each Mesh service to its corresponding Autotask service or item.
 

Step 6: Finish Setup 

Review the configuration summary: 

• API Authentication: Connection status, API username, and the last successful connection test. 

• Account Mapping: Total, mapped, and unmapped Mesh customers. 

• Service Mapping: Total, mapped, and unmapped Mesh services. 

Select Finish Setup to activate the integration. 

Manage an active Autotask integration 

Mesh synchronizes usage data to Autotask only after the corresponding customer has been billed by Mesh. Usage is not reported for customers that have not yet been billed, including customers on trial. 

Billing updates can take up to 24 hours to appear in the Autotask PSA platform. The synchronized quantity is the license count from the customer's current-month Mesh invoice.

Details Shown 

• Autotask API details. 

• Configured On: Date and time when the integration was configured. 

• Last Successful Test: Most recent successful API connection testAccount Mappings: Number of mapped and unmapped Mesh customers

• Service Mappings: Number of mapped and unmapped Mesh services. 

• Last Sync: Most recent successful usage synchronization.

• Next Auto-Sync: Time remaining until the next daily scheduled synchronization. 

Actions Available

• Test Connection: Verify that Mesh can connect to Autotask with the configured credentials. 

• Manage Setup: Review or update the API configuration and mappings. 

• Sync Now: Synchronize billing usage immediately.

• Sync Mesh price to Autotask PSA: Include Mesh pricing data when synchronizing to Autotask. This action will overwrite the price available in your Autotask PSA.

• Reset Integration: Remove the current configuration so that Autotask or another PSA provider can be configured. Resetting the integration removes its current configuration and mappings. Record any settings that you may need before proceeding. 

Updating Mappings

Common reasons to update existing mappings include:

• A new Mesh customer is added and needs to be mapped to his corresponding Autotask account.

• A mapped Autotask company or contract is renamed, replaced, or deactivated.

• A previously excluded Mesh customer must now be synchronized. 

• A new Mesh or Autotask service has been added and must be included in the integration.

• Billing data is missing or associated with an unexpected contract or service. 

 To updating mappings, do the following:

1. On the active integration page, select the Manage Setup option. 

2. Update the customer, contract, or service mappings.

3. Save the mappings. 

4. Select Sync Now if the usage must be sent to Autotask immediately.