How Do I Setup the Autotask Integration?

This article takes you through integrating Autotask PSA with QuoteWerks. This will allow you to pull Autotask customer records into sales quotes, create Autotask opportunities, and much more using a single application: QuoteWerks.

This topic includes information on the following topics:

• Setup Autotask to use the Master API Login
• Connecting to Autotask
• Opportunities Tab
• Product Data Source Tab
• QuoteValet Tab
• General Tab

Setup Autotask to use the Master API Login

QuoteWerks uses each user's login into Autotask to access the Autotask APIs when integrating with Autotask.  By using this feature, you can specify a single login that everyone users, so they have access to all of the integration features. This is the recommended setup. 

1. Login into Autotask with an administrative user and select Admin -> Resources (Users)

2. Create a new API user by clicking on the [New] menu drop-down and select "New API User".

3. Fill out the required information on the General section:

a. For the email address, ensure you add a unique email address (not your email or another user's email address. It cannot be associated with a user in your Autotask setup already).

b. For the security level, set to API User (system). 

c. For the username and password, set a new username and password.

4. Under the API Tracking Identifier, select the option of "Integration Vendor" and from the Integration Vendor drop-down menu, select "QuoteWerks - Quotes, Proposals, and Procurement".

5. Once you have set all of the proper options, click on the [Save and Close] button to save your new API user. 

6. Next, follow the below instructions for setting up the integration. 

Connecting to Autotask

Step 1: Launch QuoteWerks.

Step 2: Click Contacts -> Setup Contact Manager from the main toolbar.

Step 3: Select Autotask as your contact manager from the drop-down menu and click OK. Then click on Autotask from the list of CRMs/PSAs.

Step 4: Select Cloud

Here you select your Autotask account type.  Select the Cloud option.

Step 5: Autotask API Login Credentials

This is where you will supply your Autotask API user login credentials. If you have not created these, follow the Master API Instructions first.  

Enter these credentials then click the [Test] button to verify the credentials. 

Step 6: Autotask User Credentials

On this step enter in your own Autotask User credentials.  This will let you begin the Autotask Integration setup. 

Each user will also need to enter in their Autotask user login credentials under their QuoteWerks username name after the Autotask integration is setup in the Setup > My Preferences > Contact Manager tab.

Opportunities Tab

Here you will define the defaults for the creation of Autotask Opportunities. There are three sub-tabs: the General tab, the Defaults tab, and the Quote Products tab.

General Tab

Completion of Sales Opportunity from QuoteWerks

QuoteWerks provides you with the flexibility to control when a sales opportunity created by QuoteWerks in Autotask will be converted to a completed sale. The Autotask sales opportunity can be completed by QuoteWerks when converting to an order (File -> Convert to Order menu), an invoice (File -> Convert to Invoice menu), or Never. Never means QuoteWerks will never attempt to complete the Opportunity, the Opportunity will need to be manually updated within Autotask. This provides a greater level of control for sales managers or administrators who would prefer to manually close the opportunities from within Autotask rather than have QuoteWerks automatically close them.

Default QuoteWerks Item Type for QuoteWerks Items with No Item Type

The QuoteWerks ItemType field is used to map over to the Autotask Quote ItemType. For this reason, it is important that all QuoteWerks line item's have an ItemType. In cases where no ItemType is specified for a QuoteWerks line item, the ItemType will be set as defined in this section.

Autotask Opportunity Advanced Fields

QuoteWerks will write additional information from the QuoteWerks document to the Advanced fields (1-5) in the Autotask opportunity. A full list of fields that can be written over are available in the drop down, but they do include the recurring totals, profit amount, total cost, and more. This will provide users with more information for reporting purposes out of Autotask.

Defaults Tab

Default Opportunity Category

A default Opportunity Category can be set for new and existing opportunities.

Default Stages

Default Status, Staging, Close Reason, and Close descriptions can be added for the various stages of an opportunity.

Quote Products Tab

Defaults for Empty Part Numbers

Because the product line items are added to the Autotask product database, they must have a manufacturer part number specified. For any line items in the quote that do not have a part number, the default part numbers defined in these fields will be used.

For grouped bundles, only create a single summary product in Autotask (not the individual group items)

Checking this box will have QuoteWerks send over any groups or grouped bundles as a single summary product in Autotask, the individual line items in the group will not be created.

First Payment Included in Document Totals for Recurring Products

Checking this box will have QuoteWerks send over any groups or grouped bundles as a single summary product in Autotask, the individual line items in the group will not be created.

Map QuoteWerks Field

You can choose which field in QuoteWerks to map to the corresponding field (ItemName, PartNumber, etc.) in your CRM. You can select the ManufacturerPartNumber, InternalPartNumber, ItemType, and more.

Typically, the manufacturer part number will be used, unless you're creating your own custom part numbers in your CRM.

In the simplest scenario, you can set up the link to just use a QuoteWerks part number (like the Manufacturer field) as the CRM Opportunity CRMProductID. As a starting point, the value from a specified field (like the QuoteWerks "ManufacturerPartNumber" field) is used.

The auto-generation feature will allow for more than this when the InternalPartNumber or any CustomTextxx field is selected as the mapped field. This auto-generation feature will allow for many scenarios of use, including the ability to maintain your own proprietary part numbers in the Opportunity.

To use the auto-generation feature, select an option other than ManufacturerPartNumber from the Map QuoteWerks Field drop-down box, then click the [PartNumber generation options] button.

There are three auto-generation options:

Do not auto-generate

When exporting items to CRM Opportunity, if the mapped field is empty, this option will stop and force you to specify your proprietary part number. If you pulled the part from the CRM Opportunity, it will already have your proprietary part number from the CRM Opportunity. This is useful when you have custom part numbers that aren't based on any field or combination of fields. When exporting items to the CRM Opportunity, if the mapped field is empty, you'll be forced to manually specify a CRMProductID before proceeding. This is used when using your own proprietary part numbers.

Auto-generate using macro:

With this option, when exporting items to the CRM Opportunity, instead of just using a simple field value like the ManufacturerPartNumber to become the CRM Opportunity CRMProductID, you can choose to have the CRM Opportunity CRMProductID auto-generated using a macro such as &DI_ItemType:&DI_ManufacturerPartNumber.

Auto-generate using macro based on QuoteWerks ItemType:

With this option, when exporting items to the CRM Opportunity, instead of just using a simple field value like the ManufacturerPartNumber to become the CRM Opportunity CRMProductID, you can choose to have the CRM Opportunity CRMProductID auto-generated based on the item's ItemType.

So, for example, if the ItemType is "Haas," you can map to an auto-generation macro of "Haas:&DI_ManufacturerPartNumber," but if the ItemType is "Hardware", you can map to an auto-generation macro of just "&DI_ManufacturerPartNumber." 

QuoteWerks Item Type to Autotask Quote Item Type mapping

Here, you can map your QuoteWerks Item Types to your Autotask Quote Item Type.

QuoteWerks Item Type to Autotask Product Allocation Code mapping

Here, you can map your QuoteWerks Item Types to your Autotask Allocation Code Mappings.

QuoteWerks Item Type to Autotask Shipping Type mapping

Here, you can map your QuoteWerks Item Types to your Autotask Shipping Type.

QuoteWerks Item Type to Autotask Categories/SubCategories mapping

Here, you can map your QuoteWerks Item Types to your Autotask Category/Subcategory settings. 

QuoteWerks Item Type to Autotask Serialized Type mapping

Here, you can map your QuoteWerks Item Types to your Autotask Serialized Type settings. 

Product Data Source Tab

QuoteWerks can link to the Autotask product, services and labor databases as Product Data Sources. From within QuoteWerks you can search the Autotask Products or Services databases, and add these products or services to your QuoteWerks quote.

QuoteWerks Item Type Mapping

Here you can map the Autotask Item Databases over to a corresponding QuoteWerks Item Type and define what Item Type to use if an Autotask Product, Service or Labor Type is selected. The selections set here will determine the Item Type that will be assigned to the items pulled from each of the three Autotask databases in QuoteWerks.  

You can also specify a default tax code for Autotask products, services, service bundles, and labor.  In addition to a static Taxable and Non-taxable code, there isa Tax Code option of "(Base on Material Code, Tax Category, Tax Region)" and a Tax Region drop down per Autotask Database (Products/Services/Service Bundles/Labor).  This determines whether an item is taxable or not based on the combination of the item's Material Code, Tax Category, and the default tax region and is drawn from what is set up in your Autotask Tax Table.  

Once you complete the mappings on this tab and click on [Ok], you can then link to the Autotask Products, Autotask Services and Autotask Labor Data Sources under the Products->Setup Product Data Sources menu. From the drop-down box select the Autotask Products Database and follow the instructions.

After finishing that link you will need to repeat the steps with the Autotask Services database and then once more for the Labor database. These databases will be available under the Products-> Lookup screen.

QuoteValet Tab

The QuoteValet tab in the Autotask Setup includes options that control what QuoteValet Links attach to the Autotask Opportunities. You must have an active QuoteValet subscription to use this feature.  

QuoteValet Customer Facing Page

The QuoteValet Customer Facing Page settings includes two check boxes:

Attach QuoteValet EXTERNAL Viewing Link on Autotask Opportunity

This setting will attach the QuoteValet External Link, which is the link that is sent to the customer, on the Opportunity created by QuoteWerks. The External Link is the tracked linked sent to the customer so you can see how many times they have viewed the quote, post comments, accept, etc. 

Attach QuoteValet INTERNAL Viewing Link on Autotask Opportunity

This setting will attach the QuoteValet Internal Link, which is the link that for INTERNAL users only, on the Opportunity created by QuoteWerks. The Internal link is the non-tracked link that let's you see exactly what the customer sees without tracking how many times someone from inside the company has viewed the quote.

QuoteValet SalesRep Facing Page

Attach QuoteValet SalesRep Facing Page on Autotask Opportunity

This checkbox will attach the SalesRep facing QuoteValet link on the Opportunity.  This is the link SaleReps use to view the quote in their web browser. 

QuoteValet Acceptance Package

Attach QuoteValet Acceptance Package Automatically to Autotask Opportunity

This checkbox will automatically upload and attach the QuoteValet Acceptance Package to the Autotask Opportunity when the QuoteValet quote is accepted and converted to an Order in QuoteWerks.

General Tab

Information about the different sections of the Autotask Setup window's General tab is outlined below.

Purchase Orders

To activate purchase orders from QuoteWerks in Autotask, choose "Autotask" from the Purchase Order Integration drop-down box. This will allow you to send over any orders from QuoteWerks to Autotask as purchase orders. 

Sync Received Items to Autotask

Checking this box will communicate from QuoteWerks to Autotask when items have been received.

For information on how to use purchase orders with Autotask, see Creating Purchase Orders in Autotask.

Notifications

You can create new quotes starting with an Autotask Opportunity. When you create a new opportunity in Autotask or there is an existing opportunity in Autotask you can select this opportunity at time of opportunity creation in QuoteWerks by selecting it from the Opportunity dropdown menu. The Opportunity drop down will contain a list of all existing Autotask opportunities associated with the Autotask contact record on the Sold To / Ship To tab in QuoteWerks. If you have not already created a new opportunity for this quote, here you can select an existing opportunity to update with the current quote’s information.   

User Impersonation

The User Impersonation setting allows API users to add and edit items on behalf of another resource or Autotask User. The resource being impersonated must have permission to perform all the actions the API user will need to integrate QuoteWerks with Autotask. Checking this checkbox will enable this setting.