Syncing Prorated Agreements from ConnectWise to e-automate

Prorated invoices from ConnectWise can sync to e-automate using ID964. A few important things to note:

1. The agreement in ConnectWise has to be set to prorate in order for ConnectWise to calculate the prorated amount.

2. The items on the contract in e-automate will show a start date of the first of the billing month, so that e-automate does not automatically prorate the item again.

3. ConnectWise does have the option to bill prorated items added to a contract immediately; the sync does not support syncing these mid-month invoices. To work with the sync items added mid-billing cycle, you must have the prorated amount billed on the next invoice for the agreement.

Jump to: Proration setup in ConnectWise | Syncing prorated amounts to e-automate | Billing Prorated Amounts Immediately | Proration Scenarios
 

Proration Setup in ConnectWise

Proration Setup in ConnectWise

In ConnectWise, to prorate the additions on the agreement, you need to have the option to prorate checked:

When this option is checked, when additions are added with an effective date of mid-month (1), ConnectWise will automatically calculate a prorated price (2):

If this option on the ConnectWise agreement is NOT checked, when an item is added mid-month, the item will only bill the full amount on the next invoice from ConnectWise.

**Once this option is checked on the agreement, it will stay checked and all future additions added mid-month will automatically prorate.**

Syncing Prorated Amounts to e-automate

Syncing Prorated Amounts to e-automate

When the new item is added to the contract in e-automate, the sync will set the start date on the item to the first of the billing month. This has to be done so that e-automate will not automatically prorate the amount, since the billing amount has already been prorated in ConnectWise.

The customer description of the item from ConnectWise will sync across and you will see in the description in e-automate the note 'This item has been prorated with a start date of XX/XX/XXXX':

If the agreement in ConnectWise is billed monthly, the prorated items will be picked up on the next monthly invoice generated.

Billing Prorated Items Immediately

Billing Prorated Items Immediately

The agreement sync DOES NOT support billing prorated items immediately! If the agreement in ConnectWise is billed monthly, the prorated items will be picked up on the next monthly invoice generated. If the agreement in ConnectWise is billed annually or quarterly, the sync WILL NOT automatically update the contract in e-automate to bill the proper prorated amounts. To bill these prorated items, you will need to manually add them to the contract in e-automate:

1. Set the start coverage date to match the effective date for the item.

2. Click on the Proration settings button.

3. Check the option to Bill immediately.

Then you will be able to process the contract in the billing queue to generate the invoice for the prorated amount.

**Do not sync the prorated invoice from ConnectWise as the sync will reset the billing period and not update the contract correctly.**

Proration Scenarios

Proration Scenarios

Scenario One: A new agreement is created with a start date of 3/11/2025, and the Prorate Agreement option is not checked. When this agreement is invoiced and syncs to e-automate:

• The start date on the contract in e-automate will show as 3/1/25 instead of the mid-month date of 3/11/25.
• The items on the contract will show a start coverage date and start base billing date of 3/1/25.
• The additions on the agreement will bill the full amount with no proration.

ConnectWise screenshots:

1. Start date and Billing start date are mid-month.

2. Prorate Agreement is not checked.

3. Effective date on addition is mid-month.

4. Extended price is full amount for month.

e-automate contract screenshots:

1. The start date on the contract will be 3/1/2025. (Instead of matching ConnectWise with 3/11/25)

3. The start coverage date and start base billing date will both be 3/1/25 (Instead of matching ConnectWise with 3/11/25).

4. The base rate will bill for the full month's amount for the item.

Scenario Two: A new agreement is created on 3/15/25, the customer will be billed for a prorated amount for March and the full amount for April. To sync this agreement to e-automate:

• Check the option to prorate the agreement in ConnectWise. 
• When the proration option is checked, ConnectWise will calculate the prorated amount to bill for the month.
• The contract will be created in e-automate with a start date of 3/1/25 and will bill the prorated amounts pulled from ConnectWise.
• Bill the contract for March in e-automate.
• Generate the April invoice in ConnectWise for the full billing amount and sync this invoice to e-automate.
• Bill the contract for March in e-automate.

ConnectWise agreement screenshots:

1. Start date and Billing start date are both set to 3/15/2025.

2. Prorate agreement is checked.

3. Effective date on addition is set to 3/15/2025.

4. ConnectWise is billing a prorated price from 3/15/2025 to 3/31/2025.

e-automate contract screenshots:

1. Start date on contract is 3/1/2025.

3. The start coverage date and start base billing date will both show as 3/1/2025.

4. The base rate will be set to the prorated amount from ConnectWise.

Scenario Three: An item is added to an existing monthly agreement with an effective date in the middle of the month, the agreement has already billed for the month. To sync this prorated item on the agreement:

• The prorated amount for the item is added to the next month's billing in ConnectWise. 
• When the next month's invoice is synced to e-automate, the new item will be added to the contract and billed.
• The item will show a start coverage date as the first of the month for the current billing. For example, if the item was added on 2/15, when the item is added to the contract it will show a start coverage date of 3/1.

ConnectWise screenshots:

1. The effective date for the addition is 3/27/25.

2. ConnectWise automatically calculates the pro-rated price for the addition and will add that amount to the next full month's billing.

e-automate screenshots:

1. The item on the contract in e-automate will have a start coverage and start base billing date of the first of the month for the billing period.

2. The base rate will be the full month's amount plus the prorated amount.

*The customer description syncs from ConnectWise and so will show that the item has been pro-rated as of the effective date on the addition.

Scenario Four: An item is added to an existing monthly agreement with an effective date in the middle of the month and the item already exists on the agreement in ConnectWise. This is similar to scenario three, the difference being that e-automate does not allow the same item to be added to a contract more than once. 

• The prorate item amount will be rolled into the total amount billed for the item on the agreement.
• In e-automate, the item description will add 'This item has been prorated with a start date of XX/XX/XXXX'

ConnectWise screenshots:

1. The agreement will show the item twice, each with a different effective date.

2. On the invoice, one line item will bill for the normal month's billing and the second line item will show the prorated price plus the month's billing amount.

e-automate screenshots:

1. The item will be rolled into one item with the start coverage and start base billing dates set to the first of the month.

2. The quantity will show as 1, the unite base rate will be the sum of what was billed for the addition in ConnectWise.

Scenario Five: An item is added to an existing agreement mid-month and needs to be billed immediately to the customer. ConnectWise will allow you to create the invoice immediately, but the sync WILL NOT sync this invoice. To generate the invoice in e-automate you will need to manually update the contract and generate the invoice.