Autotask to Xero integration using Cloud Depot

hey everyone in this video i'm going to talk about the auto task to xero integration using cloud depot so if that is of interest to you then this video is for you [Music] hey everyone chris tim here from sundela consulting in this video i'm going to talk about how to get invoices out of order task into xero using the cloud depot integration so let's go and take a look at how this works so the very first thing we want to do at this point is we need to come into autotask and we need to create a um an api user so one of the first things we do is we click into the admin go into resources and users and then we simply drop down the little box here next to the new button go into api user and simply all we do is fill in this information so this could be cloud depot integration so whatever you want to put in at this point generate a key generator secret and then it's very important to make sure you select the integration vendor here and this is going to be in this case cloud depot so what we simply do is go cloud depot zero um and then here we have the username and the password you just want to save these out into notepad or something similar because we're going to actually go ahead and use these later simply all you then do is click on save and close and you should be good to go what we then have to do is one other thing we need to do inside autotask is if we go into admin and then system settings and then what we want to do is under the contracts area we want to come in here and make sure that we leave the next invoice numbering to be buying so you can see it's not enabled simply click here to edit and then what this will do is if there is a number already entered in there then what you simply want to do is to take this number out click on save and close and say yes and the reason that we're going to do this is because we're going to use 0 to actually write the invoice number into autotask so we do not want all the tasks to do auto numbering and that's it so as far as older task is concerned that's pretty much all we need to do what we then need to do is come into cloud depot so the first thing you'll need to do is click on the auto task integration mine's already connected but there will be a connect button you'll simply enter in those username and passwords for for those api accounts you created earlier on that should connect you into order task and you're good to go do the same thing with xero simply click on connect connect into your xero account and you're good to go and that should work for you fairly easily what you then need to do is here under the my accounting toolbox simply click on configuration and then the first option we want to go through is the zero options so let's go through these in in detail and look at how this works so this is asking how should invoices be imported into xero so i normally leave this as draft but of course you could change this to push it straight in as you know set ascent or approved whatever the case might be um normally it's good to leave it as draft so that they come into zero as a draft you can check them make sure they're all okay before you before you submit and send them this is now asking about the zero invoice numbers and if you remember we set this earlier on a few seconds ago where we made the autonumbering and auto tasks blank and that is because we're going to use the zero invoice number you could if you wanted to choose to use the auto task invoice numbers i can see here this says not recommended and and i don't recommend doing that either the reason being is you know customers are used to seeing your zero number you're probably going to be doing other invoices in xero anyway um so what you want is that consistency so you want to push the invoices out of order task into xero and then have zero write those invoice numbers back so that the auto task invoice is actually the same number as the zero invoice this is then asking you for the invoice due date so i will show you where this is going to be in a few minutes when we actually go in and create something in order task but what we're doing is we're telling this to use the auto task due date at this point okay then we want to go into advanced options and under the advanced options we want to make sure that these two boxes are detect basically all this is saying is if a contact already exists it's going to update the contact so things like phone numbers email addresses all those kind of things is is going to be automatically updated and then turn off case sensitivity um what it used to do before is if there was any difference in the case it would actually create the contact again so what we want to do in this particular instance is we want to say match it even if the case is different then the other thing we want to do is we want to send the payment dates back into autotask as well and this is quite important um because this means when we then mark them as paid the invoices as paid in xero we want to make sure that we are bringing that paid date back into order task and updating the paid date from there as well so one of the things once we've done that we might then want to look at some of the other options in here so if you are in a country outside of um outside of the us uh you know one of these countries pretty much um so australia uk new zealand south africa where you just have one tax region then you do not need to come and set any of this up but otherwise you would need to come in here and tick enable tax mapping and then this would just allow you to take whatever the tax code is in order task and map it to the relevant zero tax code i so happen to have done this but i actually don't need to because when the invoice comes into to zero it automatically applies the tax and you only have one tax region so there's no point in necessarily doing this the one thing that is important to look at at this point though is to come into here and link account codes so what these account codes are is these are going to be things like the billing codes inside autotask so let's go into autotask and let's have a look so if you're going to admin features and settings and then we come into finance accounting and invoicing and here you can see billing codes so everything that's here under a work type is a labor billing code so this is going to be posted into an income account in xero or gl account or gl code whatever you want to call it these names here are going to be mapped through into those income accounts um in xero so anything that's a work type is is labor anything that is a service is typically dealing with things like um microsoft 365 and backups and antivirus and all these things that you're selling on a monthly basis or a term basis yearly quarterly whatever the case might be those are going to be listed as service codes and then any physical hardware and software and you know materials that you're selling of any kind those are going to be material codes so these names can actually be anything you want them to be an order task because what you can simply do is just map those to the relevant place when they come into into zero so all this is going to allow us to do at this point um if you click in here you can see what we're basically saying is you know we have maybe a material code called um hardware so if we come into here and we we find the hardware one or in this case maybe we're gonna do um you know a particular let's actually just change this let's change it to monitoring services then we say you know monitoring services maybe this is going to be um you know under it software and consumables whatever the case might be i just so happen to be using a test one in here but you would map this to whichever gl code you wanted to map it to then simply click on link and you're good to go now what this is saying above here is anything that isn't mapped down here so any of this um you know labor account code in an order task is mapped to my 200 sales revenue and you know software as a service is mapped to it services and consumables it's not an overhead but it just so happens to be mapped to that um what you could do though is if it if there isn't a mapping down here then it automatically maps this into the standard default revenue code that you have set up inside xero and that's it it really is very very simple very straightforward you can do the same thing with with purchase orders link all of these codes together if you don't know what they are and you don't want to link them together that's fine you can just leave these all blank because what it'll then do is bring everything in as the 200 revenue in this case and then you can go ahead and actually have that um you know being changed in xero later on whatever the case might be and that's it it's as easy as that what we then need to do is we now need to go into all the tasks and do the billing through all the tasks and get the stuff into xero so let's do this so to run the billing process in autotask we click on a proven post and i'm going to go ahead and approve and post some recurring contracts and i'm going to go ahead and you know invoice all of the recurring contracts for may and what i'm going to do is to just pick a particular customer in this case and come into here and the carrying properties and these are all of the things that i'm going to invoice this customer for this month so what the approving post allows you to do make sure that all of these are correct if you need to make any adjustments in here you can do that um once you're happy with that what we're going to do is we're going to post these and create invoice items from them and those invoice items are then going to allow us to generate the invoice and send that invoice through into xero so what we now do is we click on items to invoice we make sure we select the correct date in here and let's just pick in this particular instance the same company and here is everything that needs to go ahead and be invoiced so you can see that you know the total amount that we are charging this customer for that month is 1 700 pounds simply all i'm going to do is now click on preview and process invoices so this gives me the ability to now come into here and um and click the process invoices button but before we do that um this invoice date here is important as well this is the date that is going to actually go through into xero and create the invoices on that date so because i happen to be doing this on the 22nd of april but i've invoiced the customer for the the services in may i might want to actually change this invoice date to be the first of may and then we had one of the options in in cloud depot if we go back into xero options um it was this invoice due date so here we're saying pick the auto task invoice due date and that basically comes from here under the payment terms so this is basically saying you know if we set this as 30 days then the invoice due date in xero becomes 30 days from the date of the invoice of course you could have come in here and just changed this to whatever you want so you can make it 30 days anyway um but i always like to just tell it to use the auto task due date because then i can set this at the alter task level um and this will actually pull it from whatever you've got inside the invoice template um anyway so it really is as simple as that all we now need to do is simply click on process invoices so what you will see happen here is this invoice will go ahead and get generated once this invoice is generated what it will do is it will actually go through and and and then push this through to um to zero now one of the things you'll notice in here because we turned off the um the auto numbering it does have an invoice number in here but this is actually the invoice id so when the synchronization happens what you'll see is that this will actually end up being the inv number of of zero and i'll show you that in a couple of seconds when we when we go back into that so what we're going to do in here is we're going to click on invoice history and we're going to check all the invoice history that we've done for today and we should see maybe it's actually for may invoice date sorry i changed this to may so we need to pick the invoice date for may and we simply go ahead and we search for this so here we can see the invoice within voice id 25 and this is now going to be processing in the background zero is or cloud depot is going to be pulling this through into xero now of course at this point we can leave it i have the synchronization that happens every every few minutes but what i actually am going to do is i'm going to go ahead and say um you know let's just pull this information in and i'm just going to force the sync to happen so i'm going to click the sync now button by clicking on the sync logs tab what will happen now is you'll start to see this is saying it's found the invoice it's created this invoice and it will be created on the next cycle and it's invoice id 25 so if we come back into order task you can see there is invoice id 25. okay so what you'll now see is that it's now gone over into xero so you can see that the sync process has completed if we look at xero you'll see that under xero in xero we have one draft invoice what that will basically give you the ability to do is to see this invoice so if we click on it now you can see all of these service bundles and here's the 2048 invoice and if we go back into order task and we do a refresh inside auto task what you will now see is this invoice number has now been put into um into autotask and if we go ahead and we view this invoice you'll see that it now has the same invoice number as zero so it really is as simple as that if you're enjoying the content of this video i would really appreciate it if you could go over to buy me a coffee um chris tim um you know subscribe to the video it really does help me helps to make some more of these videos um and really appreciate you watching thank you for watching and i'll see you on the next video [Music] you