Autotask Setup

Part of the PSA Setup Guides. See also: ConnectWise | HaloPSA

Salesbuildr connects to the Autotask REST API. You'll need an API-only resource with the correct security level.

Prerequisites

• Administrator access to Autotask
• Permission to create API users and modify security levels
• Access to your Salesbuildr dashboard

Step 1: Set your system account's country code

Before creating the API user, verify the country code on your system account:

1. In Autotask, go to CRM
2. Make sure the ID field is visible in the grid
3. Enter 0 into the ID field and press Enter
4. Click Edit on your company result
5. Verify the Country field is filled correctly
6. Click Save

Step 2: Create the API user

1. Go to Admin > Resources (Users)
2. Hover over + New and select New API User
3. Fill in the form:
   • Name: Salesbuildr API
   • Email: A valid company email address
   • Generate and save the Username and Password

Store these credentials securely — you'll enter them in Salesbuildr later.

Step 3: Set API permissions

Configure permissions via Settings > Security Levels. The API user needs read/write access for these modules:

1. Contracts — Read and write for contract creation from quotes
2. CRM — Read and write for companies and contacts
3. Inventory — Read and write for products
4. Projects — Read and write
5. Service Desk — Read and write
6. Documents & Knowledge Base — Read access
7. Timesheets — Read access
8. Reports — Read access
9. Admin — Read access
10. Other — Read access
11. Web Services — Enable API access

Step 4: Enable webhook support

Webhooks allow instant updates when companies and contacts change in Autotask. To enable this, create an additional security level with webhook permissions.

1. Go to Account Settings & Users > Resources/Users (HR) > Security Levels
2. Find the API User security level and click the three dots > Copy
3. Name it API User + Webhooks
4. Expand the Other section
5. Enable Can create webhooks (set minimum to 10)
6. Save and Close
7. Return to Resources (Users), find the API user, and click Edit
8. Change the Security Level to API User + Webhooks
9. Save and Close

Step 5: Connect in Salesbuildr

1. Go to your Salesbuildr Dashboard and click the Configure your PSA Integration tile

2. Select Autotask, then click Configure

3. Enter your User Name and Secret (from Step 2)

4. Click Save to begin syncing. Salesbuildr will sync companies, contacts, products, services, categories, and tax info, and set up webhooks for company and contact updates. You'll receive an email once the sync is complete.

5. Click Confirm once the sync completes.

What syncs

• Companies — All active companies from Autotask
• Contacts — Contact records linked to synced companies
• Products & Services — Your Autotask product catalog with cost and price. Services and labour are always sourced from Autotask.
• Contracts — Accepted quotes create contracts in Autotask. Line items map to contract entries based on your type mappings (recurring vs. one-time).

After the initial sync, company and contact changes in Autotask are pushed to Salesbuildr in real time via webhooks. Product and service updates sync on a schedule.

Verify your integration

• Companies have synced to Salesbuildr
• Contacts are visible and linked to companies
• Products and services are available in your catalog
• Webhooks are active (check in Admin > Integrations)
• Contract type mappings are configured (see PSA Configuration)

Test real-time sync: In Autotask, update a contact's phone number or email. Wait 1-2 minutes and check that the change appears in Salesbuildr.

Common issues

Connection failedVerify User Name and Secret are correct, ensure the API user is active, confirm all required permissions are enabled, and check that your Autotask system account has a country code set.

Currency or multi-currency problemsSalesbuildr inherits currency settings from Autotask. If prices appear in the wrong currency, check your Autotask default currency first. For multi-currency setups, ensure your base currency is correct and price books match.

Products not appearing after syncVerify the product is set to Active in Autotask and has a product category assigned. Services and labor products are always sourced from Autotask. For hardware, consider managing those in Salesbuildr with distributor pricing feeds.

Contract type mapping issuesIf quotes aren't creating the right contract type in Autotask, review the contract type mapping under Admin > Integrations. Ensure recurring and one-time line items map to the expected contract types.

Data not syncingWait for the initial sync to fully complete (check your email for confirmation). Verify the API user has "View" permissions for all required modules. In Salesbuildr, navigate to Admin > Integrations > Autotask and click Synchronize to trigger a manual sync. Check that the data exists in Autotask and isn't archived or deleted.

Webhooks not workingVerify the API user has the "Can create webhooks" permission enabled. Check that the correct security level (API User + Webhooks) is assigned. In Salesbuildr, go to Admin > Integrations and confirm webhooks show as "Active". Note that webhooks only cover company and contact changes — product and service updates sync on a schedule.

Verify your defaults

After the initial sync, Salesbuildr automatically pre-configures your quote and opportunity defaults — including the pipeline stage, category, payment term, and quote status mapping. These are matched by name to common Autotask values (e.g. "Qualification", "Net 30").

Check the Default Settings tile on your dashboard to confirm all values are correct. If any defaults could not be matched automatically, the tile will prompt you to configure them. See Before Your First Call for the full setup checklist.

Next steps

Your Autotask integration is connected. Here's what to do next:

• Return to the Provisioning Checklist to continue onboarding
• Review your product catalog now that products have synced
• Configure ongoing integration settings on the PSA Configuration page
• Set up pricing rules and category markups