Opportunity UDF → Autotask sync

Overview

Salesbuildr lets you map opportunity data points (custom fields on opportunities) to User Defined Fields (UDFs) on Autotask opportunities. When an opportunity is created or updated in Salesbuildr, mapped values are pushed to the linked Autotask opportunity as UDF values.

This article explains how to configure those mappings, what data flows to Autotask, and how quote form fields can feed opportunity values that sync onward.

For initial Autotask connection, see Autotask Setup. For the full integration settings overview, see Autotask Configuration.

Prerequisites

• Autotask is connected in Settings > Integrations > Autotask.

• Opportunity data points are defined under Settings > Custom Fields > Opportunity (see Custom Fields).

• The UDFs you want to map already exist on Opportunity entities in Autotask.

Configure UDF mappings

1. Go to Settings > Integrations > Autotask.

2. Open the Opportunity tab.

3. Under User Defined Fields on Autotask, map each Salesbuildr field to an Autotask UDF:

   • Monthly Churn — optional mapping for the built-in monthly churn value on opportunities.

   • Opportunity data points — each defined opportunity data point (ungrouped and grouped) appears as a row.

4. Click Save.

Each Autotask UDF can only be selected once. Already-mapped UDFs are disabled in other dropdowns to prevent duplicate mappings.

Multi-select UDFs are not supported by the Autotask API. Multi-select UDF definitions appear disabled in the mapping list.

What syncs to Autotask

When Salesbuildr pushes an opportunity to Autotask, mapped values are sent as userDefinedFields on the Autotask opportunity record:

Only fields with a mapping and a non-empty value are included. Multi-value (array) data point values are not sent.

Standard opportunity fields (name, stage, revenue, dates, owner, and so on) sync separately from these UDF mappings.

When values are sent

Salesbuildr pushes opportunity UDF values to Autotask when the opportunity is created or updated in Salesbuildr — for example:

• Editing opportunity data points on the opportunity detail page.

• Creating a new opportunity in Salesbuildr that is linked to Autotask.

• Submitting quote form widget values that are mapped to opportunity data points (the form submission updates the opportunity, which triggers a sync).

Sync runs as a background job shortly after the change. If a push fails, an issue appears under Settings > Tools > Issues where you can retry.

Autotask → Salesbuildr (UDF values)

The recurring Autotask opportunity import (every ~10 minutes) updates standard opportunity fields in Salesbuildr — status, stage, revenue, dates, and similar attributes. Autotask opportunity UDF values are not imported back into Salesbuildr opportunity data points through this pull.

To keep UDF data aligned, treat Salesbuildr as the source of truth for mapped opportunity data points, or update opportunity data points manually in Salesbuildr after changes in Autotask.

For timing and scope of the opportunity import, see PSA Sync Issues (Autotask opportunity status/stage section).

Quote forms and opportunity data points

Quote form widgets can map individual fields to opportunity data points (in addition to storing responses on the quote). When a user submits those form values — during quote editing or approval workflows — Salesbuildr writes the values to the opportunity data points, not only to the quote record.

If those data points are mapped to Autotask UDFs, the updated values sync to Autotask on the next opportunity push.

Form responses that are not mapped to an opportunity data point remain on the quote only and are not sent to Autotask opportunity UDFs.

Troubleshooting

See also

• Autotask Configuration — all Autotask integration settings

• Custom Fields — define opportunity data points

• Managing Opportunities — edit opportunity data points on the detail page

• PSA Sync Issues — sync errors and Autotask opportunity import timing