Map a Product to AutoTask

This window lets you link a product that comes from your distributor (for example Pax8, Ingram, or a CSV) with the equivalent product inside your AutoTask catalog. This mapping is what tells BillingBot which item to use when it generates invoice lines in AutoTask.

When to use this screen

Use this screen when you are in the Product Management module and need to indicate which AutoTask product corresponds to a distributor product that does not yet have a mapping, or when you want to change the AutoTask product that was already assigned. This applies only when your target billing integration is AutoTask (for HaloPSA there is an equivalent screen).

What it shows

• Source Product Name and Source SKU: the name and code of the original distributor product. These are read-only, since they come from the data source.
• Mapped AutoTask Product and AutoTask SKU: the name and SKU of the AutoTask product currently assigned (they appear empty if the product has not been mapped yet). Also read-only.
• A table called Available AutoTask Products with your entire AutoTask product catalog, showing: ID, product name, description, and SKU.
• A search box to filter the table by product name, description, SKU, ID, or external ID.

Available actions

• Search products (the "Search products..." field): filters the AutoTask products table in real time by any text match in name, description, SKU, or ID.
• Sort and rearrange columns: you can click the headers to sort the table, drag columns to reorder them, or adjust their width.
• Column selector (menu icon on the table): lets you show or hide table columns.
• Assign button (on each row): selects that AutoTask product as the definitive mapping for the source product shown above. ⚠️ This action saves the mapping immediately (creates or updates the record) and closes the window; there is no subsequent confirmation step.
• Close the dialog (X icon): closes the window without performing any mapping or saving changes.

Step-by-step flow

1. Open the product you want to map from the product list in the Product Management module; this window will open with the source product data already loaded.
2. Review the top section to confirm the source product (Source Product Name / Source SKU) and, if a previous mapping already existed, which AutoTask product is currently assigned.
3. Use the "Search products..." box to locate the correct product within the AutoTask catalog.
4. When you find the correct product in the table, click the "Assign" button on that row.
5. BillingBot checks whether that AutoTask product is already assigned to a different source product. If so, you will see a notice indicating the name of the product that already has it assigned; the mapping is still completed regardless (several source products can share the same AutoTask product).
6. The window closes automatically and the mapping is saved, ready to be used the next time invoices are generated toward AutoTask.

Common errors and how to resolve them

• "Warning: This AutoTask product (ID: ..., Name: ...) is already assigned to product '...'. Multiple products can map to the same AutoTask product, but this may create ambiguous lines that require manual resolution when sending to AutoTask.": this notice does not block the mapping, it only informs you that the chosen AutoTask product is already in use by another source product. Check whether this is intentional; if several distributor products genuinely represent the same item in AutoTask there is no issue, but if it was a mistake, reopen the screen and assign the correct product to avoid ambiguous invoice lines.
• Error message when saving the mapping (appears if creating or updating the mapping fails): indicates the mapping could not be saved on the server. Check your connection and try again; if the problem persists, contact support.
• Unexpected error message with a log reference: appears when an unforeseen technical failure occurs during the process. BillingBot logs the detail automatically; you can share that log with technical support to speed up the resolution.

Related screens

• Product Mapping
• Map a Product to Halo
• Edit a Product Mapping
• Product Groups in Halo