Datto Autotask PSA

The Datto Autotask integration writes INFIMA’s per-client user count to the matching Contract Service in Autotask on the 1st of each month. By the time your monthly billing run kicks off, the quantities are already current — no manual edits before invoicing.

You’ll need

• Admin access to Autotask and your INFIMA partner settings.
• A Software as a Service billing code in Autotask (Admin → Finance, Accounting, & Invoicing → Billing Codes). Validate it exists or create one before continuing.
• For each client you want to sync: a Contract in Autotask containing a Contract Service with our line item.

Walkthrough — Autotask side

1. Create an API User. Admin → Resources (Users) → New API User. Use a clear name like INFIMA API and an email address you control.

2. Set the Security Level to “API User (system)”. This is the dedicated security level for API users — don’t use a regular Account Manager / Service Desk level.

3. Generate the API Key and Secret. Both are shown only once; store them where you can retrieve them later. The Username is the API user’s username; the Password is the API Secret.

4. Set the API Tracking Identifier to Infima - Security Training. Autotask uses this to identify which integration the API user is associated with.

5. Confirm the Software as a Service billing code exists under Admin → Finance, Accounting, & Invoicing → Billing Codes. Create it if needed.

Walkthrough — INFIMA side

1. Open Settings → Integrations in your partner menu, then the PSA Integrations tab.

2. Click Connect on Autotask / Datto. A form appears for the connection details:

   • Username — the Autotask API user’s username.
   • Password — the API Secret you generated.

3. Click Save Connection. The integration shows as Connected and your client list appears below it. We don’t test the credentials when you save, so if the contract search in the next step finds nothing, check the Username and Password and click Update to re-enter them.

4. Map each INFIMA client to an Autotask Contract. Next to each client, click Map, search for the Contract with the Software-as-a-Service line for INFIMA by contract name or ID, and select it. Then pick the specific Contract Service that should receive the synced user count. A contract with only one service selects it for you, and you can also enter a Contract Service ID and click Find.

5. (Optional) Check Overwrite Unit Cost. Check this if you want the unit cost value in Autotask updated alongside the user count on the monthly sync. Useful when you change INFIMA’s per-user pricing and want it reflected without manual edits in Autotask.

6. Click Save Mapping. The client shows as Mapped.

What syncs and when

• Monthly sync on the 1st — for every mapped client, we count active INFIMA users and bring the Units value on the Contract Service in line with it, adding or removing units. New users from the previous month are added from the day they joined, up to the client’s growth since last month; other changes are dated the day of the sync.
• Unit cost (if Overwrite Unit Cost is checked) — updates alongside the count on the same monthly run.

We don’t create tickets, push time entries, or touch anything outside the Contract Services you’ve mapped.

You’ll know it worked when

• The integration shows Connected on the integrations page.
• Each mapped client shows Mapped with its Contract and Service, and a Last sync date once the first sync has run.
• On the 1st of next month, the Contract Service quantities in Autotask reflect actual INFIMA user counts.

Frequently asked

Why monthly instead of nightly? Autotask is set up for monthly billing cycles, and per-day changes don’t translate cleanly into Contract Service quantities. The sync runs on the 1st to capture the count for that month’s invoice run.

A client added users mid-month — they won’t be billed until next month? They’re added on the next 1st. New users are dated from the day they joined, up to the client’s growth since last month; any others are dated the day of the sync. Users who leave are removed on that sync, dated the day it runs.

I edited a Contract Service’s name in Autotask. Did I break the sync? No. Descriptions, names, prices, and costs are safe to edit. Don’t delete the Service, Contract, or Contract Service itself — that breaks the mapping and re-implementation is required.

The sync didn’t update one client’s count. Look at the client in the mapping list. A client whose last sync failed shows Sync failed or Contract expired with the reason underneath, and Needs attention first in the Sort by menu brings those to the top. Otherwise, verify the client’s mapping still points at the right Contract Service in Autotask. The Contract may have been replaced (a renewal often creates a new Contract record); if so, click Remap (or Edit) and map it to the new Contract.

Can I connect Autotask and ConnectWise simultaneously? Yes — connect each in the integrations panel. The clients you map to one don’t sync to the other. Most partners run one PSA, but migrations or pilot rollouts work fine with both connected.

Sync failed for one client this month — how do I diagnose? Read the reason under the client’s Sync failed or Contract expired label in the mapping list. Contract expired means the contract has ended, so remap the client to its current contract. Otherwise check the mapping (the Contract or Contract Service may have been removed in Autotask). If the mapping looks intact, contact our support team with the client name and the date you’d expected the sync to run.

What happens if I disconnect Autotask? Click Disconnect on the Autotask / Datto card and confirm. Every client mapping for Autotask is removed and the monthly sync stops. Reconnecting later starts clean, so you’d map each client again.

Related

• Integrations overview — partner-level vs per-client.
• ConnectWise PSA — the alternative PSA, nightly sync with pro-rata option.
• HaloPSA — third option, subscription-based, requires a manual recurring-invoice step.