Link a Company with HaloPSA

This screen lets you tell BillingBot which company in your HaloPSA corresponds to a company that arrived from your distributor (Pax8, Ingram, ITCloud, etc.) but does not yet have an assigned company. This is the step that "connects" both...

Last updated 24 days ago

When to use this screen

It opens automatically from Ready to Invoice when the system detects a distributor company that is not yet mapped to any HaloPSA company. It is not a screen you navigate to directly from the menu; it appears as a pop-up window (dialog) at the moment you need it.

What it shows

Source Company Name: the company name as it comes from the distributor. It is a read-only field and cannot be edited here.
Available HaloPSA Companies: a table with all the companies registered in your HaloPSA, showing their name (column "Name Halo"). Companies that already have charges this month are listed too: a HaloPSA company can hold several client records, one per distributor company, so picking one that is already in use is a valid and common choice.
Records: a badge with the number of client records that HaloPSA company already holds. If it shows a number, assigning here adds another record, and that new record gets its own invoice.
A search box ("Search companies...") above the table to quickly find the company you are looking for by name.
An Assign To Halo action button on each row.
While an assignment is being processed, a loading indicator ("Processing assignment...") appears and the table is temporarily locked.

Available actions

Search field (Search companies...): filters the list of HaloPSA companies by name or Id as you type. It does not affect any data, it only helps you locate the correct company.
Assign To Halo (button on each row): creates or updates the link between the distributor company and the selected HaloPSA company. If the distributor company did not yet exist as a client record in BillingBot, it is created; if it already existed, it is moved to the company you picked. ⚠️ This action permanently modifies the company mapping and triggers reprocessing of the pending lines in Ready to Invoice.
Close the dialog (close icon in the top corner): closes the window without completing any assignment; the list of pending lines in Ready to Invoice remains the same as before.

After assigning, open Assign Invoice on the new record in Client Management to choose its recurring invoice — a different one to bill it separately, or the same one as its sibling record to bill both together.

Company mapped after the import ("Company Already Mapped")

The client record is attached to each charge when the charges are imported. If you map a distributor company in Client Management (by hand or with Refresh Clients) after the month's charges were already imported, those charges keep showing the company as unmapped in Ready to Invoice, even though the record exists.

In that case Map Halo Company does not open this dialog. It detects the existing record and asks:

"'Company' is already mapped to 'Halo client' in Client Management, but its N charge(s) were imported before that mapping existed. Link these charges to 'Halo client' now?"

Confirm to link the pending charges to that record; a success message shows how many were linked and the company summary updates. Cancel to leave everything as it was. The link is refused if any of those charges has already been sent, on the same terms as moving a company. Going forward, mapping a new company before importing the month avoids this extra step.

Step-by-step flow

From Ready to Invoice, the system detects an unmapped company and automatically opens the "Match Companies" dialog.
Check the name shown in "Source Company Name" to confirm which distributor company you are linking.
Use the search box to locate the matching company in the "Available HaloPSA Companies" list.
Click Assign To Halo on the correct company's row. If that company shows a number in the Records column, you are adding another client record to it, which is exactly what you want when two distributor companies bill to the same HaloPSA client.
Wait for the "Processing assignment..." indicator to disappear. The dialog will close automatically and Ready to Invoice will update with the line now associated with the correct company.
Go to Client Management and use Assign Invoice on the new record to set its recurring invoice.

Common errors and how to resolve them

Error message when creating or updating the company: this can happen if the record was deleted by someone else right before you confirmed the assignment. Reopen Ready to Invoice and repeat the process; the system detects this case and creates the record again automatically.
"'...' is already assigned to '...'. A distributor company can only belong to one client record.": the company already has a client record. Close the dialog and use Map Halo Company again: it now offers to link the pending charges to that record (see above). If you meant a different Halo client, move the company from Client Management first.
"Cannot change company assignment. This company has ... charge(s) that have already been processed. Only companies with all charges in 'Pending/In Progress' state can be reassigned.": this distributor company already has charges sent to HaloPSA this month, so it cannot be moved to a different HaloPSA client — doing so would change billing already issued. Wait for the next cycle, or move it from Client Management instead. Note this only blocks moving a company that already has a record; adding a new distributor company to a HaloPSA client that already has charges is allowed.
Generic unexpected error message: if you see a message that mentions an internal error along with technical text, it is an unforeseen problem. Note down the message and report it to support; the system has already saved an internal log of the error for investigation.

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