Kaseya BMS offers tools and workflows you need to empower your team to manage IT, maintain the device and network security, and streamline operations through powerful automation. 

Sync Time: 1-hour from Kaseya to Zomentum and vice versa.

Entity Mapping between Zomentum & Kaseya

Prerequisites

To begin with, you would need:

1. Admin Access to your Zomentum Account

2. Admin Access to your Kaseya Account

How to set up Kaseya BMS integration with Zomentum

I. Connecting to Kaseya BMS

• Navigate to Settings → Integrations tab

• Under 3rd party integrations → PSA → KaseyaBMS → Click on Connect.

• Enter the Kaseya credentials in the ‘Connect’ screen and click on ‘Save and Proceed’. 

II. Settings

There are two kinds of integration modes users can select:

1. Kaseya as your CRM

2. Zomentum as your CRM

1. Kaseya as your CRM

Recommended for users who would like to use Zomentum mainly to create and manage proposals and quotes. Management of Opportunities, Contact information, etc. would be made directly in Kaseya.

Workflow:

• Pull all entities (Opportunities, Clients, Contacts & Products) from Kaseya to Zomentum as read-only information.

• Users can navigate to the document module to build proposals/quotes, and link the related Client, Contact and Opportunity to the document. 

• Once the document is ready to be synced to Kesaya (ideally when the document is marked as ‘Won’), click ‘Push Changes to PSA’.

• From the pop-up window, users can verify/edit the Opportunity & Quote details before it gets pushed into Kesaya. You may wish to make changes in any fields in the window. Zomentum will then sync this information into Kesaya.

Important Note: the MSP will have to manually push the document each time the document is ready to be synced with Kaseya BMS.

2. Zomentum as your CRM

Recommended for users who would like to utilize Zomentum to manage their entire sales process and activities including Opportunity management and Document creations. 

Select how you want the data to Sync 

• Only Pull from Kaseya:

Sync Time: Pulls every 1-hour

Condition: will only pull data from Kaseya and will not push any details from Zomentum.

• Both pull new entities from Kaseya and push Won opportunity to Kaseya (Recommended)

Sync Time: Pulls every 1 hour and push when the opportunity is marked as WON

Condition: This will pull data from Kaseya and push back data to Kaseya whenever you mark the Opportunity as WON in Zomentum

Important Note: For all of the above modes of integration, we sync entities between the systems only when they are created the first time. Any updates made to the entities would not be pulled or pushed. 

Eg: If a new client has been created in Kaseya, we pull that information into Zomentum as it is a newly created entity. However, if you update the client’s telephone number on a later day/time, that information would not be synced. 

Select what to sync 

• Check “Push Quotations to Kaseya on Document Won” to push quote line items from documents to Kaseya quote

Select defaults while creating products in Kaseya

In this section, you can set the default warehouse, labour period, and product category for all the products pushed from Zomentum to Kaseya

III. Field Mapping

1. Opportunity Field Mapping
   (i) Stage Mapping: Map Zomentum opportunity Stage with Kaseya opportunity status

   1. These mappings will be used while importing and exporting opportunities to Kaseya

   2. Also select the default stage for importing and exporting

2. Product Mapping 

• Here you will view the mapping between Zomentum’s product type and Kaseya’s item type

• You can also select how you want to sync bundles with Kaseya

  • One single service item

  • One single service with the bundle pricing and child items with zero prices

  • Individual child items with the bundle price divided equally (in case of bundle level pricing)

Note: This is only applicable when Bundle level pricing is selected. When individual-level pricing is selected in the bundle, it always pushes the individual child products to Kaseya. 

3. Documents

Here you can map the different document status with Quote status

(IV) Save and Start Sync: to save the settings and start syncing.

III. Did you know?

1. Audit Logs:

Access the ‘Audit Logs’ to get a glimpse of the sync status of the entities that have been synced between the systems. Entities that are successfully synced into Zomentum will have a link to ‘Go to [[entity]]’ which takes you to the details page view of that particular entity. The ones with the ‘Error’ status will have a short ‘Description’ on the right of the page with the error reason. 

Head over to Settings > Integrations > hover over Kaseya > click on ‘Audit Logs’ to view the audit logs. 

2. The History tab of the Opportunity details page will showcase the trail of the sync information between Kaseya & Zomentum.