Link a customer with its company in the source integration

This window lets you tell BillingBot which company in your source integration (for example Pax8, Ingram, ITCloud, or another billing source) corresponds to a customer you already have registered in your PSA (HaloPSA or AutoTask). Without this link, BillingBot does not know which PSA customer to associate with the charges that come from that integration.

When to use this screen

Use this window when, on the Companies screen, you see a customer that does not yet have an integration company assigned, when you need to change the company that was linked to a customer, or when you need to bill a second integration company to the same customer. It opens when you click the "Assign Company" button on the corresponding customer's row.

If that customer already has a company, BillingBot first asks whether you want to add another company or replace the current one, and this window opens afterwards to let you pick which company.

What it shows

• The customer's name in your PSA, in a read-only field:

  • AutoTask Company Name, if your organization uses AutoTask as its PSA.
  • Halo Company Name, if your organization uses HaloPSA.

• When you chose "Add another company", a green banner reminding you that a new client record will be created, that the existing company stays untouched, and that each record gets its own invoice.

• A grid called Integration Companies listing the companies from the source integration, with two columns that tell you whether each one can be used:

  • Status — Available when the company is free to assign, Assigned when it already belongs to a client record.
  • Assigned to — the name of the client record holding it, filled in only for the assigned ones. It is a separate column on purpose: PSA client names routinely run past forty characters, so squeezing them into the status pill would clip them to nothing.

  Assigned rows are shown greyed out and their Assign button is disabled. They are listed rather than hidden so you can see where a company went, instead of it simply being missing from the list.

• An Only available checkbox, unticked by default, that hides the companies already taken. It starts off precisely so you can find the company you are looking for and see who holds it; tick it once you know that, to narrow a long list down to what you can actually pick.

• A filter row above the grid to search by company name.

Available actions

• Assign (button per row in the grid): links that integration company with the customer shown at the top. BillingBot then brings that company's already-imported charges over to the client record — only the ones that can still change (see Which charges follow the company below).
  • In Add another company mode it creates a new client record and leaves the existing one alone. The company's charges are linked to the new record.
  • In Replace mode it overwrites the customer's current link, and the previous company's pending charges for the period are released from this client. ⚠️ There is no "undo" button within this window.
  • The button is disabled on companies already assigned elsewhere.
• Only available (checkbox): hides or shows the companies that already belong to another client record.
• Close (X icon in the header): closes the window without making any changes.

Which charges follow the company

When you click Assign, BillingBot links to the client record only the company's charges that are:

• from the period you are working in — the one selected in Ready to Invoice (or the other billing screens). If you have not chosen one yet, it uses Ready to Invoice's default period: the current month from the 5th onwards, the previous month before that;
• still Pending. Charges already queued or sent to your PSA belong to an invoice, so they are left as they are and only counted.

In Replace mode, the previous company's pending charges of that period stop being linked to this client. They show as unassigned in Ready to Invoice until that company is assigned to a client; nothing is deleted. Charges you sent to this client on purpose with Cross-Map stay where they are.

When it finishes, BillingBot tells you what happened, for example: "12 pending charge(s) of 'Contoso' in 2026-10 linked to this client. 3 charge(s) already queued or sent were left as they are." When some charges were left or released, the message appears as a warning so you notice it; check those charges in Ready to Invoice.

Step-by-step flow

1. On Companies, locate the customer you want to link and click the "Assign Company" button on its row.
2. The "Match Companies" window opens, showing the customer's name in your PSA (Halo or AutoTask, as applicable).
3. Review the Integration Companies list and locate the company that corresponds to the same customer in the source integration.
4. Click Assign on that company's row.
5. BillingBot saves the link and links the company's pending charges of the period to the customer's information in the PSA (name and, if applicable, the AutoTask contract already assigned).
6. The window closes automatically, the customer list on Companies is refreshed, and a message tells you how many charges were linked, left as they were, or released.

Common errors and how to resolve them

• "'...' is already assigned to '...'. Remove it there first, or pick a different company.": an integration company belongs to exactly one client record. The message names the client holding it, and the grid's Assigned to column shows the same thing — go to that client in Client Management, free the company there with Delete Assignment, and try again. If you have Only available ticked, untick it to see the taken companies and who holds them.
• Error message when saving the link: if an error message appears after clicking "Assign", the link was not saved. Check your connection and try again; if the problem persists, contact support with the details of the message shown.
• "The client record was saved, but its charges for ... were not linked: ...": the company is now linked to the client, but its charges for that period were not brought over; the rest of the message says why. Open Ready to Invoice for that period and check the company's charges. Try the assignment again, or contact support if they still show the wrong client.
• "'...' has no pending charges in ... to link.": not an error. The company has no charges still pending in that period — none were imported yet, or they were all queued or sent already.
• Unexpected error (exception): if an unforeseen error occurs, BillingBot automatically logs it for the technical team and shows you a notice asking you to report the issue. Note the time it occurred to make support easier.

Related screens

• Customer management
• Edit customer
• Link customer with Halo company
• Link customer with AutoTask company
• Link AutoTask contract