Dxfferent Autotask & MSP Knowledge

Step-by-step plan for creating Autotask contracts

You have Autotask and you want to set up all your contracts properly. This is where we help many of our customers, just make sure you start setting up appropriate contracts in Autotask when you have everything clear. Including work types and exclusions! The basis of a good Autotask implementation is to think about how you want it to be. The financial foundation is not the most favorite activity of many people, but it is very important! We always implement Autotask with this as a starting point.

Determine what you want to sell

Before you start working hard to implement Autotask, we recommend thinking carefully about what you want to achieve. What does your Service Catalogue look like, what kind of MSP do you want to be, what are your processes and what are you selling? In later steps in the Autotask implementation, this ensures a lot of freedom of choice and modularity so that all clients can be set up in the same way and the invoicing will always be correct.

Exclusions and work types

Do you want to be completely done with all the hassle of incorrectly booked hours and wrongly chosen contracts? Then use Exclusion Sets in combination with cleverly chosen Work Types. It is important to choose work types that match your services, are modular and have no gray areas. After all, automation does mean: It does or does not fall into a contract, period.

For Exclusion flows, make sure you always choose a “Default Contract” in Autotask. This is normally the most used contract and/or the contract on which the first hours are booked, almost always an SLA on, for example, users or workstations. After that you continuously determine per contract what the next contract will be, this flow has to be stepped through but is very important!

Step-by-step plan for creating contracts in Autotask

Having said that, here is a screenshot of the step-by-step plan we made for a customer. Completely free of charge so you don’t forget any of the steps to set up contracts in Autotask. Please note: a lot of thinking went into this plan before we started implementing it, so don’t think too easy about it!

Do you think, that’s a nice list but what should I do with it exactly and which choices should I make? Then I recommend you to talk to us, because that is our job and we like to help you.

Migration Dashboard

Now you know what needs to be done but how do you make sure you are in control on the whole migration? Our customers get a full manual in addition to this roadmap which we combine with a Dashboard in Autotask. By creating a User Defined Field in Autotask with the migration status and a Custom Note with Migration Notes, we can show on the Dashboard what the workload is and where you are with the migration.

This eliminates communication and reporting outside of Autotask and lets you know exactly what you need to do. With these statuses, you can indicate, for example, if Sales needs to consult with the customer and/or if anything is complete.

Are you all set now?

Certainly not. It’s nice to have the contracts in place but now you also want to make sure that your people can book hours easily and quickly. So arrange smart form templates, examples, training and much more.

In addition, we recommend building a super sexy Dashboard where you can see everything. Think about:

  • When do my contracts expire
  • Which Configuration Items need to be renewed
  • Which customers are we losing money on
  • What type of services are we losing money on
  • What do we make the most money on
  • Who books few hours
  • What is the revenue per Contract Category or type of contract
  • Etcetera
  • Etcetera