Overview:

The Ingram Micro Connector for ConnectWise Manage is a native integration available through the Xvantage™ Integrations Hub. The integration connects ConnectWise Manage and Ingram Micro Xvantage™, enabling partners to manage both cloud subscription services and procurement activities from a single platform.  

The connector synchronizes cloud subscriptions, agreements, statuses, and invoices while also providing direct access to Ingram Micro's product catalog, ordering capabilities, and order tracking functionality within ConnectWise Manage. This helps reduce manual processes, minimize switching between systems, and improve operational efficiency.

Table of Contents:

1. Who is this for?

2. What This Integration Does?

3. Part 1: Integration Setup

4. Part 2: Preparing for Sync Management

5. Part 2: Preparing for Sync Management

I. Who is this for?

• ConnectWise PSA Administrators

• Procurement and Operations teams

• Billing and Finance teams managing cloud agreements

• Teams responsible for subscription lifecycle management and purchasing activities

II.What This Integration Does?

The Ingram Micro Connector for ConnectWise Manage provides the following capabilities:

Cloud Subscription Management

• Syncs cloud subscriptions from Xvantage (CloudBlue) into ConnectWise Agreements

• Supports initial reconciliation and ongoing auto-sync

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

• Reduces manual billing errors through automated synchronization

Procurement Management

• Searches the Ingram Micro catalog directly from ConnectWise Manage

• Provides access to product details and manufacturer part numbers

• Enables direct ordering without leaving the PSA

• Tracks order status through delivery

• Supports both cloud and traditional product procurement workflows

Procurement Features

The connector extends procurement functionality directly into ConnectWise Manage, allowing users to complete key purchasing activities without switching between platforms.

Catalog and Product Search

Search the Ingram Micro catalog directly from ConnectWise Manage and access:

• Product details

• Manufacturer part numbers

• Product information required for quoting and purchasing

This streamlines product discovery and helps users quickly locate the information needed to create quotes and orders.

Direct Ordering

Place Ingram Micro orders directly from ConnectWise Manage.

Benefits include:

• Faster procurement workflows

• Reduced manual data entry

• Improved quote-to-order efficiency

• Fewer opportunities for ordering errors

Order Tracking

Track orders from submission through delivery without leaving ConnectWise Manage.

This provides:

• Improved visibility into order progress

• Easier monitoring of shipments

• Faster access to fulfillment information

Cloud and Traditional Procurement

The integration extends the cloud procurement experience to include traditional hardware and technology products.

Partners can manage both cloud subscriptions and traditional procurement activities using a single workflow.

III. Part 1: Integration Setup

Step 1. Obtaining ConnectWise API Credentials

Refer to the following KB article: How to obtain ConnectWise API Credentials  

Configure a Security Role

1. Navigate to System > Security Roles in ConnectWise.

2. Click the Plus (+) button to create a new role.

3. Assign a name to the role and configure the required permissions.

   • Listed at the bottom of the page

4. Click Save

These are the permissions your new role will need:

Create an API Member

1. Navigate to System > Members.

2. Select API Members and create a new API member.

3. Assign:

   • A name (for example, Ingram PSA Sync)

   • The role ID created previously

   • Appropriate access permissions

4. Click Save.

1. Open the API Member.

2. Create a new API key.

3. Record the Private Key immediately after creation.

4. The Public Key remains available for future reference.

IngramMicro.com 4.

Step 2. Install the Application from Integrations Hub

1. Log in to Xvantage.

2. From the left navigation menu, select the Integrations Hub.

3. Search for and select ConnectWise PSA.

4. Click Install.

During setup, provide the following information:

• Company ID from ConnectWise

• Public Key

• Private Key

• ConnectWise API Base URL

After installation, the connector enables cloud synchronization and procurement capabilities directly within ConnectWise Manage.

Step 3. Configure Additional Settings

After successfully connecting:

1. Open the Settings tab within the integration.

2. Verify the connection status displays as Connected.

3. Choose the preferred pricing source:

   • CloudBlue (Xvantage) (recommended)

   • ConnectWise

4. Select the preferred product description format.

5. Enable Mapping Multiple Products to a Single Product in External System by selecting Yes.

Step 4. Map Customers

Refer to the following KB article: How to Map Customers and Products (ConnectWise)

To map customers:

1. Navigate to My Business > Cloud Services > Integrations.

2. Open the Mapping tab.

3. Map each Ingram Micro customer to the appropriate ConnectWise customer.

4. Confirm successful mapping by verifying the chain icon appears.

• For additional help, see this video: How to set up ConnectWise Integration with Ingram Micro Cloud Marketplace

IV. 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)

– 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 Agreements/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 ConnectWise 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 (new clients 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.

V. Part 3: Best Practice for Sync Management

Step 1. Reconcile the customer subscriptions with your Agreement/Contract.

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

1. Start in the main integration dashboard by going to My Business > Cloud Service > 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 agreement you want to reconcile subscriptions into via the dropdown, then select which subscriptions should relate to this agreement using the list underneath. (NOTE: your agreement type must match the product type – annual/monthly)          

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

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

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

Step 2. Enabling Auto-Sync

1. 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.

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

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

⚠️ PLEASE NOTE:

Even if you have auto-sync enabled, you will want to check your integration "tasks" dashboard at least once weekly to ensure new purchases are mapped and there are no stuck/errored tasks that need resolved manually.

Additional Links for Help:

• How to Reconcile Subscriptions

• How to Sync NEW Subscriptions

• How to Sync EXISTING Subscriptions