A report can be generated that finds issues mapping your Autotask companies and contacts to Xero
Autotask to Xero -> Configuration -> Sync Audit Tools | Austotask & Xero Customers
To run the report
To initiate the report, simply click on the "Run Report" button. Keep in mind that this report may take some time to complete. If it exceeds 2 minutes and times out, our support team can assist you by running it manually.
When running the report, it will download all your Autotask (accounts receivable) companies and then identify matching companies in Xero. The default setting for company name matching is case sensitive, unless you have chosen in Xero options not to use case sensitivity. Alternatively, if you have opted to use Autotask company numbers as the primary search method, the report will utilize that information for matching.
TIP
At any time you can use the search box to filter keywords(below).
Key Words
No Match
This indicates that the Xero customer is not located in Xero. It could be due to non-existence, a different name, or if the Autotask/Xero company number matching is enabled, there are no matching company numbers.
Not Found
This indicates that a match was found between the Autotask and Xero customer (meaning the company exists in both platforms), but the UDF position "Contact" has not been set up for the contacts.
Link
If a match is found between the Autotask and Xero customer (meaning the company exists in both platforms), but the UDF position "Contact" is not set up, you will see a note indicating "Link" in the notes section. This indicates that the row is eligible for Autotask Contact CSV Export (see Notes below for more information).
CSV Export
Warning: Bulk imports of data into Autotask has the ability to make major system changes, please familiarise yourself with the Autotask rollback feature.
It is your responsibility to verify that any files you import into Autotask are correct.
It is essential to carefully review and validate the exported CSV file before importing it into Autotask. We recommend starting with a smaller subset of data to ensure accuracy. If you have any uncertainties, it is best to refrain from using this tool until you are confident in your data.
The Autotask Contact CSV Export feature enables you to upload a CSV file into Autotask, allowing you to either create new contacts or update existing ones, depending on your selection during the upload process. The data is sourced directly from your Xero account, meaning it is crucial to ensure that your Xero information is both accurate and current.
The items marked as "Link" in the report represent suitable matches for upload. These correspond to Autotask companies that align with Xero customers based on their names and have a valid contact in Xero. However, either the Autotask contact does not exist, or the UDF position for the contact has not been selected.
Importing into Autotask
You will be presented with two options
If Do not update or import existing contact is selected Autotask will only create new contacts if there are no existing contacts for the Autotask company that match the email address, first name, or last name.
If Update existing contact is selected Autotask will update any existing contacts found and apply the position UDF to them. If no existing contacts are located, it will create a new contact instead.
Autotask
Admin -> Features & Settings -> Contact Import
