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Navigating the Product Dashboard & Sync Overview

Once you have completed the initial setup, the Autotask to Xero Dashboard becomes your central hub for monitoring data flow between your PSA and your accounting software.

Accessing the Dashboard

You can find the dashboard in two ways:

  1. Home Page: It is displayed as a product tile upon login.

  2. Navigation Menu: Go to Autotask to Xero > Product Dashboard.

The dashboard provides an "at-a-glance" look at your monthly sync volume and the connectivity status of both Autotask and Xero. To manage your data in detail, click the blue View Sync Overview button.

Understanding the Sync Overview

By default, the sync engine may be Paused. To begin transferring invoices from Autotask to Xero, toggle the status to Active.

Note: The system will retrieve invoices based on the "Look Back" period defined in your Xero Settings.

The Four Key Management Tabs

1. Analytics

Visualizes your sales data over time. This graph tracks successfully synced invoices, helping you monitor billing trends and volume month-over-month.

2. Invoices

This tab displays the last 500 synced invoices. Each invoice is assigned a Status to help you track its journey:

  • Pending Sync: Data is downloaded and queued for Xero.

  • Processing Now: The sync engine is currently pushing the data to Xero.

  • Complete: The invoice has been successfully created in Xero.

  • Fault: An error occurred (e.g., a missing account code or tax mismatch).

  • Skipped: The invoice was manually flagged to be ignored by the sync.

  • Diagnostic Mode: Our engineering team is tracing this invoice to resolve a complex issue.

 

3. Purchase Orders

Unlike invoices, Purchase Orders are pulled from Autotask in a single process. They are typically processed immediately after the invoice queue is clear.

4. Sync Logs

Provides the raw, technical logs of the sync engine. You can search by Autotask ID or Date to troubleshoot specific entries.

Common Actions & Tools

Searching and Exporting

  • Search: Use the dynamic filter on the right of the Invoices tab to find specific invoices by ID or Client Name.

  • Export: Click the export buttons on the top-left of the Invoices tab to download your sync history as a CSV or Excel file.

Viewing Source Invoices

Click the Status Button on any record in the Invoice tab to view:

  • The Autotask Original: An HTML preview of the source data.

  • The Xero Record: A direct link to the resulting invoice in Xero.

How to Re-sync a "Faulty" Invoice

If an invoice fails (Status: Fault) or if you have updated data in Autotask and need to pull it again:

  1. Click the Invoice Status button.

  2. Select Resync this Invoice.

  3. The status will change to Pending Sync. The engine will retry the transfer within 30–60 seconds.

  • Warning: Re-syncing a "Complete" invoice may result in a duplicate record in Xero. Use this feature with caution.*

On-Demand Sync

If your plan supports it, you can bypass the automated timer by clicking Sync Now within the Sync Logs tab. This forces the engine to check for new data immediately.

Troubleshooting Tips

  • Don't Refresh the Browser: When watching a live sync, use the Refresh Buttons within the Cloud Depot interface rather than your browser's refresh button to ensure you don't lose your view.

  • Check the Logs: If an invoice is stuck in "Fault," click the Status button and select View Sync Logs. This will provide the specific error message returned by Xero.

  • Use the Audit/Diagnostic tools