How to Setup Autotask PSA in Xvantage™

Overview:

This SOP provides guidance on setting up and managing the native Autotask PSA integration within the Xvantage Integrations Hub. It covers the configuration of customer, product, subscription, and fee mappings, as well as the monitoring of synchronization activities and management of automated updates. The integration supports accurate cloud subscription reconciliation, contract synchronization, and streamlined data management through a centralized interface.  

Who is this for?

• Autotask PSA Administrators

• Billing & FinanceSe teams managing cloud contracts

• Operations teams responsible for ongoing subscription changes

What this integration does?

• Syncs cloud subscription data from Xvantage (CloudBlue) into Autotask Contracts

• Supports initial reconciliation and ongoing auto-sync

• Keeps quantities, pricing, and effective dates aligned between systems

• Reduces manual billing errors once properly configured

Step 1: Prepare your Autotask PSA system

First, create an Ingram Micro Cloud API user inside Autotask PSA. This user gives Xvantage the credentials it needs to read and write contract data on your behalf.

1. Open the Integration Center

   Admin › Extensions & Integrations › Other › Integration Center

2. Add an API User for Ingram Micro Cloud

   Search for "Ingram Micro Cloud", click the ellipses (⋯) next to it, then select Add API User.

3. Fill in the form

   Fiill Name, Last Name, Email then select the security level of API User.

4. Generate key & secret

   Click Generate Key then Generate Secret

   ⚠ Save & Close immediately — if you don't, the API user info will not save.

Step 2: Install the Autotask PSA app in Xvantage

1. Log in to Xvantage.

2. Hover over the left navigation menu and click Integrations Hub.

3. Find and click on the Autotask PSA tile, then Install.

   1. You will need to fill in the detail that was set up in the above, earlier steps

   2. Once you’re connected, go to the tab within the integration screen that says Settings (next to Tasks and Mapping), and ensure it shows as connected.

   3. From here, you can adjust more settings as needed. Price Source should be CloudBlue so that we can appropriately sync pricing detail.

4. (Optional) Follow along here: Importing Customers

NOTE:

If you are transferring subscriptions to Ingram Micro from another place, you can either import customers ahead of time or create customers during the transfer process.

5. Map the customer in Xvantage to your customer record in Autotask; here are the steps outlined: Mapping Customers and Products

   1. From the integration dashboard (My Business > Cloud Services > Integrations), you can navigate to the mapping tab and then the Customers tab.

   2. This screen defaults to showing only the unmapped customers, so you can toggle that slider off to see all customer records from Xvantage (left side) and search to map them to your Autotask record (right side).

NOTE:

You may also map your products in advance using the guide linked above. Once your customers are mapped, however, you may proceed to Part 2 on the next page.

Part 2: Preparing for Sync Management  

NOTE:

How you approach this section may depend on (A) whether you’re transferring existing subscriptions to Ingram Micro and utilizing this integration, (B) have an established practice and are just now enabling this integration, or (C) starting with a new cloud practice. See below for some considerations:

A. Transfers (from the OEM directly or another distributor) to Ingram Micro

Please be aware of how your clients will be transferring to Ingram Micro – whether you have all clients on the same renewal date currently, or if the renewal dates vary. Your renewal dates will guide both when you transfer the client subscription(s) to Ingram Micro and when you reconcile the customer in the PSA integration dashboard. It is imperative (for data cleanliness and integration success) that you complete your customer/subscription reconciliation within the same business week as your migration to Ingram Micro; this will ensure your Contracts remain accurate from our data source.

If all of your clients are on the same renewal date, and you (or a team) have successfully transferred them to Ingram Micro, you may proceed to part 3.

If your clients are coming in different “waves” based on varied renewal dates, you will want to ensure you treat part 3 as a cycle upon each group (or single client) that you migrate to Ingram Micro.

💡 NOTE:

You may want to consider Co-Terming your subscriptions so they all align to calendar billing.

B. Established CSPs that are new to this integration

When you first enable the integration, you will want to go to “My Business” > “Cloud Services” > “Integrations” and then navigate to the Tasks tab. Here, you may see a lot of old tasks; anything that you’ve already billed for via Autotask you can click the ellipses and ignore. You’ll only want to start with the latest billing events.

Once your true, current billing events are ready – head to part 3 below.

C. New purchases (or new subscriptions for existing clients)

You will want to perform the syncing steps in part 3 upon each new purchase.

NOTE:

You may want to consider Co-Terming your subscriptions so they all align to calendar billing.

Part 3: Sync Best Practices

Step 1: Reconcile

This section will help you (1) reconcile the customer subscriptions in Xvantage with your Contracts in Autotask PSA, and (2) enable auto-sync so that your quantities, pricing, and other data will update in a more automated manner.

Reconcile the customer subscriptions with your Contract.

1. Open the Mapping tab

Start in the main integration dashboard by going to “My Business” > “Cloud Services” > “Integrations”. Within the “Mapping” tab, turn the “show only unmapped” toggle OFF and search for the customer. Next, select the ellipses (...) and hit reconcile.

2. Choose the contract

Choose the contract you want to reconcile subscriptions into via the dropdown, then select which subscriptions should relate to this contract using the list underneath.                 (NOTE: your contract type must match the product type – annual/monthly)

3. Map products

Once you’ve selected all subscriptions for that customer and contract, select continue. Next, you will review all current quantities and product names. Map these accordingly.

4. Confirm and sync

Confirm the quantities, effective dates, descriptions, cost, etc and then sync all.  

REPEAT           **Repeat this process with all of your customers who have active subscriptions.    

Step 2: Enable auto-sync

Prerequisite

You must reconcile a customer (Step 1) before auto-sync will run for them.

Bulk: enable for all mapped customers

First, you'll go to My Business > Cloud Services > Integrations. Next, within this page, to the Settings tab. About halfway down, you can see Enable Autosync which you'll want to slide on and choose your frequency.

Next, in the Mapping tab, click on the ellipses and then "Enable automatic sync":

Per-customer: enable selectively

Alternatively, if you prefer to do this as a "per-customer" function, you will want to click each customer to enable this officially:

⚠️ EVEN WITH AUTO-SYNC ON

Check your Tasks dashboard at least once a week.