Import & Map Clients
The Client Management Screen
The Client Management page manages the relationship between HaloPSA clients and integration companies. From here you can assign distributor companies to Halo clients, configure per-client billing rules, and assign target invoices.
This is the third step in the overall workflow, after configuring integrations and mapping products. It establishes which distributor companies are billed to which Halo clients and how invoices are assigned.
Header Controls
Integration Selector — Selects the integration whose clients you want to manage (Pax8, Ingram Micro, Twilio, etc.).
Refresh Clients — Queries HaloPSA for a list of clients and synchronizes them with real-time progress. BillingBot compares the clients in HaloPSA to the list of companies in the selected distributor and attempts to match them based on name similarity. If the names are at least 90% similar in both systems, a match is created automatically. If no match can be determined, you will need to manually map the unmatched clients. This action also happens automatically during the setup wizard configuration process.
Grid Columns
Column | Description |
|---|---|
Halo Id | The unique ID of the client record in HaloPSA. |
Halo Client | The name of the client in HaloPSA. |
Distributor Client | The name of the linked company in the distributor. |
Last (# Invoice) | ID of the last assigned working invoice. |
Recurring (# Invoice) | ID of the assigned recurring invoice. |
New (Assign Invoice) | Checkbox indicating whether new invoices will be created for this client. |
Last (Assign Invoice) | Checkbox indicating whether charges will be assigned to the last existing invoice. |
Recurring (Assign Invoice) | Checkbox indicating whether a recurring invoice will be used. |
Exclude | Checkbox indicating whether the client is excluded from billing. |
Actions | Row action buttons (see below). |
Row Actions
Edit Company
Opens the client edit dialog with advanced configuration options. This is where you set invoice modifiers and invoice assignment preferences for the client. Available settings include:
Global Setting — Applies the default billing behavior configured at the integration level.
Drop Azure Lines — Drops all Microsoft Azure & Arrears charges from the invoice. No Azure/Arrears charges will be billed for this client.
Collapse Azure Lines — Combines all Azure arrears lines into a single line charge by adding all line costs and prices together. This can combine an unlimited number of Azure lines for a client into one.
Do Not Invoice — Excludes this client from billing entirely. Ignores all charges for this client.
Drop Favorable Prorates — If enabled, drops prorates from an invoice if they are negative in value (i.e., in favor of the reseller).
Drop Zero Dollar Lines — If enabled, drops lines with $0 in charges from a client invoice.
Invoice Assignment — Configure whether invoices are assigned as new, last, or recurring.
Note on Azure margins: You can configure the margin of Azure charges globally or per subscription in Pax8. BillingBot does not alter or apply margin to Azure charges — you must correctly configure your margin on the Azure subscription(s) in Pax8 for them to be correctly reflected in BillingBot and your invoices.
Assign Invoice
Opens the Halo invoice selector to assign the target invoice where charges will be sent. Depending on configuration, this shows either normal invoices (ID, Number, Date, Name) or recurring invoices (ID, Amount, Reference, Contract, Next Period).
Assign Company
Opens a grid with unassigned distributor companies, allowing you to link a distributor company to this Halo client. Use this to manually create a mapping between a client in HaloPSA and a company in the distributor when automatic matching did not find a match.
Delete Assignment
Removes the link between the distributor company and the Halo client.
Toolbar Tools
Search — Real-time text search to find a client record.
Export — Export the client records to Excel, PDF, or CSV.
Filter Toggle — Switch between BAR and MENU filter modes.