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Synchronize contracts


This page explains you the different ways in which you can set up the synchronisation of your reseller contracts.

Before you continue, make sure you set up the required service mapping first.

You can either use the Connect wizard in Goolash itself, or link accounts manually. If you use the Connect wizard, you can also choose between creating a new contract, or updating an existing contract.

We'll run you through all these options step by step.

Linking domains

In order to start creating or updating contracts in Autotask, we need to create a link between your customer and the corresponding Autotask company account.

  1. Go to the Contracts page.

    Contracts overview

  2. If you do not yet see a list of the customers you manage, press the Sync Contracts button. This might take a few moments to complete.

    Sync Contracts

  3. Press the Connect button for the domain you want to set up for syncing.

    Connect button

  4. Search for the customer account via the search input field (1). Select the matching Autotask account (2) and press the Next button (3) to continue setting up the contract.

Creating a new contract

You can ask Goolash to create a brand new contract after selecting the Autotask account in the previous step.

  1. Select the No Contract (1) option and press the Next (2) button.

  2. On the next page, choose Create a new contract (1) and press the Next (2) button.

  3. You can tell Goolash when you would like to start syncing the contract on the next page. By default, it will set the start date equal to the start of the Microsoft or Google subscription so it will start syncing as soon as you finish the wizard.

    If you would like to wait until a later time before Goolash will start managing this contract, choose a future date using the select boxes (1).

    To reset the date to today, press the calendar icon (2).

    Once you are ready to continue, press the Next (3) button.

  4. On the last page, you will see a summary of the changes Goolash will make. Review these changes (1) and press the Save Changes (2) button.

  5. Goolash will get to work right away. If you set the start date in the past or today, the contract will be created in Autotask after a few moments:

    Note: If you scheduled it to start on a future date, the contract will not be created before that day.

  6. To verify the contract was correctly created in Autotask, open your Autotask account and go to Contracts.

  7. Fill in the domain name in the Contract Name (1) field and press Search (2). The newly created contract will be shown in the list (3).

    Note that the end date is set to 1 day earlier than the end date shown in the subscription in Goolash. This is done to make sure you bill your customer for exactly one year in Autotask.

Linking an existing contract

If you already have running contracts in Autotask, you can instruct Goolash to start managing them for you. In the Connect wizard, follow these steps after selecting the Autotask account:

  1. Select the existing contract (1) you wish to link to and press the Next (2) button.

There are two ways to continue from here:

  • You can choose to use the existing contract and have Goolash adjust the services and end date, or
  • You can schedule the creation of a new contract based on the end date of the existing contract.

Updating existing contract

If you choose to update an existing contract, Goolash will do two things:

  • Keep the number of units and services up to date.
  • Update its status to either active or inactive based on the status of the linked subscription.

We don't change the start date of the contract. If the contract is about to expire, we will add one year to the contract's end date as long as the subscription is still active.

  1. On the next page, choose Update existing contract (1) and press the Next (2) button.

  2. You can now schedule when Goolash should start to manage the selected contract. By default, it will schedule the start date on the day after the selected contract ended.

    Once you are ready to continue, press the Next (2) button.

  3. On the last page, you will see a summary of the changes Goolash will make. Review these changes (1) and press the Save Changes (2) button.

The contract will now be updated on the scheduled date and continuously kept in sync from that day on.

Ending existing contract

Alternatively, you can schedule the creation of a new contract as soon as the existing one ends.

  1. After selecting the existing Autotask contract, choose Create new contract (1) and press the Next (2) button.

  2. You can now schedule the date for the creation of the new Autotask contract (1).

    Because we selected an existing contract in step 2 (Link Contract), we can instruct Goolash to change its end date. This makes it easy to ensure contracts follow-up on each other seamlessly and no day goes by unbilled.

    Check the box to update the existing contract's end date (2) and choose the desired end date (3).

    Click the Next (4) button to continue.

  3. Review the changes that will be made (1) and press the Save Changes (2) button to start syncing.

Linking via Autotask

You don't have to link every domain through the Connect wizard. You can also assign the right domain name to your Autotask accounts and we will pick these up automatically.

It's important to note that this approach will always result in a new contract being created.

  1. In Autotask, go to your Accounts list.

  2. Fill in the company name in the Account (Name/Number) (1) field and press Search (2). Click on the company name (3) in the result list to open it.

  3. Click on the button.

  4. Open the User Defined tab (1) and search for the goolash-domains (2) field. Add the domain name for this customer to the field.

    If this customer has multiple domains, add each of them on a new line.

    Press the Save & Close (3) button to save your changes.

  5. In Goolash, go to the Contracts page.

    Contracts overview

  6. Press the Sync Autotask button. Goolash will try to match any unlinked contracts to an Autotask account based on the domain name. If a match is found, a new contract will be created.

    Sync Autotask