Ready to Contract (AutoTask)

Ready to Contract is the screen where you import charges from your cloud distributors (Pax8, Twilio, Ingram CloudBlue, ITCloud, or a CSV) and send them as Contract lines in AutoTask. It is the exact equivalent of "Ready to Invoice" but for tenants whose destination PSA is AutoTask instead of HaloPSA: instead of invoices, the charges end up as lines within an AutoTask contract.

When to use this screen

• Every billing period, to bring in new charges from the distributor (Pax8, Twilio, Ingram CloudBlue, or ITCloud) or from an uploaded CSV file.
• To review and correct charges before sending them: map AutoTask companies and contracts, assign products, adjust quantities or prices, or exclude specific lines.
• To send (queue) the already-reviewed charges to AutoTask as contract lines.
• This only applies if your tenant uses AutoTask as the destination PSA. If your tenant uses Halo, the equivalent screen is Ready to Invoice.

What it shows

• Header: an "Integration" selector (the distributor to process: Pax8, Twilio, Ingram CloudBlue, ITCloud, or CSV), a "Period" selector (month-year to process), and, if you choose CSV, an additional "CSV Integration" selector. Three checkboxes: "Summary View" (adjusts the width of the two grids), "Excluded" (also shows excluded companies/lines), and "Show Unmatched Companies" (includes distributor companies that do not yet have a counterpart in AutoTask).
• Company Summary (left column): one row per distributor company, with its assigned AutoTask company/contract (if any) and the charge count.
• Charges grid (right column): the line-by-line detail of each imported charge — product, SKU, quantity, cost, price, status (Pending/In Progress, etc.) and active overrides. Includes export to Excel/CSV, a search box, and a filter box under each column header.
• A red warning appears when a line has quantity and cost greater than zero but price and total at $0.00 — typically incomplete data coming from the distributor's API that needs to be corrected manually before sending to AutoTask.

Available actions

Actions button (dropdown menu, changes depending on the chosen integration):

• Import Pax8 Charges / Import Twilio Charges / Import Ingram Cloud Blue Charges / Import ITCloud Charges: downloads the products and charges for the selected period from the distributor and fills the grid. Only the option matching the active integration appears.
• Queue Charges for AutoTask: sends the selected lines (they must be in "Pending" status, with company, AutoTask contract, and AutoTask product already assigned) so they get added as contract lines in AutoTask. It then takes you to the queued contracts screen.
• Show Queued Charges: takes you directly to the queued/sent-to-AutoTask contracts screen, without reprocessing anything.
• Cross-Map Product (Pax8 only): opens the bulk assignment dialog over the lines selected in the charges grid. Despite the name it does not change the product — it sends that product's charges, from that source company, to a different client. See Reassign Charges to Another Company.
• Automatic Billing (Pax8 only): ⚠️ not implemented yet — shows the message "Automatic Billing for AutoTask - Not yet implemented".
• Remove charges: ⚠️ removes pending charges. If you selected rows, it only deletes those (they must be in "Pending"); if you select nothing, it deletes all pending charges for the current period/integration (asks for explicit confirmation). Only charges still Pending at that moment are removed: a charge queued meanwhile from another tab or by another user is left alone.
• Reset Line State: sets the selected lines that were already processed back to "Pending" status, so they can be reprocessed.
• Set Lines Track Cost Only: opens a dialog to bulk enable/disable "Track Cost Only" on the selected lines. For each line it marks that line as decided by hand for this period and stores the answer for that client and product (see below).

"Cross-Map Company" is no longer in this menu. Assign the distributor company to its PSA client from Client Management instead: a PSA client can hold several client records, one per distributor company.

Actions on the Company Summary row (grid context menu):

• Edit Company: opens the Edit Company dialog with the already-mapped company's data.
• Assign Contract: opens AsignContractAutoTask to choose that company's AutoTask contract. Requires the company to already have an AutoTask Company assigned.
• Map AutoTask Company: opens AsignCompanyAutoTask to link the distributor company with an AutoTask company. If the company was already mapped and has processed charges, reassignment is blocked; if all charges are still pending, it asks for confirmation before changing the mapping.
• Exclude-Include Company: ⚠️ excludes (or re-includes) all of that company's charges from the billing process, after confirmation. It sets the Do Not Invoice checkbox on the company's client record, so it requires the company to already be mapped to an AutoTask client. A company that is not mapped is never billed anyway; if you try, the screen tells you so and asks you to map it first.
• Reimport Company Charges: ⚠️ removes and re-fetches from Pax8 that company's charges for the current period. Only works if all of the company's charges are in "Pending" status. It works the same way as in Ready to Invoice: Pax8 is read first, so if Pax8 fails the existing charges stay in place; and if some of the company's charges were queued meanwhile (another tab or user), nothing is removed.

Actions on the charges grid row (context menu):

• Edit: opens the Edit Contract Line dialog (see dedicated section below). Requires the line to already have an AutoTask product assigned.
• Assign AutoTask Product: opens AsignProductAutoTask to link the distributor product with an AutoTask product.
• Exclude/Include Line: ⚠️ excludes this product from billing for this client, or brings it back. Despite the name it is not a one-off change to that single line: the decision is stored for the client and product. See the section below.

How exclusion and Track Cost Only are decided

Both settings exist at more than one level. This screen sets the client level; Product Management sets the level that applies to every client, and the client level is the more specific of the two, so it wins.

What you set here is remembered and applies from now on, not just to this month's line. Charge Mappings lists every client-level answer that exists.

The client level can say no, not just yes. On a product excluded for everybody, using Exclude/Include Line to include one client is stored as a deliberate "bill this to this client" and it survives future imports — the product stays excluded for everyone else. The same works in reverse, and for Track Cost Only. The AutoTask import resolves this the same way the HaloPSA one does.

To change a setting for every client, go to Product Management instead. Doing it there also brings the current period pending charges into line, leaving the client-level exceptions untouched and telling you how many it left alone.

Two things worth knowing about this path in particular:

• A product excluded in Product Management is now honoured here as well. Until recently the AutoTask import ignored it, so a product excluded for everybody was still billed on AutoTask; after that fix those charges stop coming through.
• The prorated variant of Track Cost Only is resolved here too, so a client can be sent prorated charges normally while the product stays cost only for everyone else.

Edit Contract Line dialog

Opens from the Edit command on the charges grid, to review or adjust a line before sending it to AutoTask.

Shows, as read-only, the source and AutoTask company and product, the source and AutoTask SKU, and the ID of the AutoTask contract to be billed. Editable fields:

• Qty Order: quantity to bill.
• Unit Price / Unit Cost: price and cost per unit. When you leave the "Unit Price" field (blur event), the screen automatically recalculates Total Price (Qty Order × Unit Price) and Net Amount (Qty Order × Unit Cost); both fields are read-only.
• Qty Free: free/promotional units included.
• Price override (product) / Cost override (product) / Margin override (product): read-only. They show whether each override is enabled for this product in Edit Map Product, where they are changed. A price or cost typed on the line is replaced if the product is saved with an override enabled or if the company's charges are reimported.
• Track Cost Only: when enabled, the line is sent to AutoTask as a grouped/cost-only item (it does not appear on the client's final contract, and is used to track internal cost). Changing it here marks this line as decided by hand for this period and stores the answer for this client and product, so it holds next month too, including when the answer is a "no".
• Read-only section with the line's State, Result, and Invoice Date.
• If the line comes from a cross-mapped product assignment (Cross-Map Product), the source company and product of that assignment are also shown.

Buttons: Cancel (discards changes) and Update Contract Line (saves changes and closes the dialog).

Step-by-step flow

1. Under "Integration", choose the distributor (Pax8, Twilio, Ingram CloudBlue, ITCloud, or CSV) and click Load Data to confirm (or Cancel to undo the selection).
2. Choose the "Period" (month-year) to process. If you chose CSV, also select the specific "CSV Integration".
3. If it is the first time for the period, use Actions → Import Pax8 Charges (or the import option of your distributor) to bring in the products and charges.
4. In Company Summary, map each unassigned company with Map AutoTask Company and then Assign Contract to choose the corresponding AutoTask contract.
5. In the charges grid, assign an AutoTask product to the lines that need it (Assign AutoTask Product) and adjust quantities/prices with Edit if needed.
6. Exclude, if applicable, companies or specific lines that should not be billed this period.
7. Select the ready lines (company, contract, and AutoTask product assigned, "Pending" status) and use Actions → Queue Charges for AutoTask to send them.
8. Check the result of the submission on the queued contracts screen, also accessible from Actions → Show Queued Charges.

Common errors and how to resolve them

• "Select Integration" / "No Integration selected": choose an integration in the dropdown before continuing.
• "No Period selected": choose a period (month-year) before importing, queueing, or removing charges.
• "AutoTask product is not assigned!": you cannot edit a line (Edit command) until you assign it an AutoTask product with Assign AutoTask Product.
• "Map the client before attempting to edit." / "Map the client before attempting to assign a contract.": map the company to an AutoTask Company first before editing it or assigning a contract.
• "This company does not have an AutoTask Company assigned.": you need to use Map AutoTask Company before you can choose a contract.
• "Cannot change company assignment. This company has ... charge(s) that have already been processed...": you cannot reassign a company if it already has processed charges; first use Reset Line State on those charges if you need to reassign.
• "Cannot remove processed charges. Only pending charges (In Progress) can be removed.": Remove charges only acts on charges in pending status; already-processed ones cannot be deleted from here.
• "All selected charges are already in 'Pending' state. No reset needed.": there is no need to use Reset Line State on lines that are already pending.
• "Cannot reimport charges for '...'. ... charge(s) are not in 'Pending' state...": to reimport a company's charges, all of its charges must be pending; reset the processed ones first.
• "Nothing was reimported: some of this company's charges were queued or changed while Pax8 was being read (another tab or user)...": someone queued or changed this company's charges while the reimport was reading Pax8, so nothing was removed. Reload the screen and reimport again if it still applies.
• "...The company's charges were removed before the reimport failed: run "Reimport Company Charges" again to bring them back.": the reimport failed after removing the charges. Running it again is safe and brings them back.
• "Error: ... selected records have invalid state. Only 'Pending' records can be queued." / "!Error. Some selected records do not have a company assigned" / "...do not have an AutoTask contract assigned" / "...do not have an AutoTask product assigned": before Queue Charges for AutoTask, all selected lines must be Pending and have a company, contract, and AutoTask product assigned.
• "Automatic Billing for AutoTask - Not yet implemented": this option in the Actions menu is not yet available for AutoTask.
• Green success messages (e.g. "N charge(s) removed successfully", "N charge(s) reset to 'Pending' state successfully", "Cost Tracking Only enabled/disabled for N line(s)") confirm that the action was applied successfully.

Related screens

• Ready to Invoice — the same screen, but for tenants with Halo as the destination PSA.
• Display Contract AutoTask — where "Queue Charges for AutoTask" and "Show Queued Charges" take you.
• AutoTask Contract History — history of contracts already sent to AutoTask.
• Assign Company AutoTask — dialog for mapping a distributor company to AutoTask.
• Assign Contract AutoTask — dialog for choosing a company's AutoTask contract.
• Edit Company — dialog for editing a mapped company's data.
• Assign Product AutoTask — dialog for mapping a distributor product to AutoTask.
• Assignment Charges — bulk assignment dialog used by Cross-Map Product.
• Integrations — where connections to Pax8, Twilio, Ingram, ITCloud, and CSV are configured.