Exporting from Autotask PSA (Datto)

1. 1.Use a contract search filtered to active recurring service contracts. It gives the organisation, contract name and dates.
2. 2.Add a Monthly recurring revenue column: the monthly total of each client's recurring services. Autotask shows that per contract, so total it per organisation in the spreadsheet.
3. 3.Add Contracted users and Contracted devices columns if you price per user or device, using the units on the contract's services.

One row per client. If a client has several recurring service contracts, combine them.

1. 1.Use a ticket search across every queue you do client work in, including completed tickets, with the created date in your period.
2. 2.Add organisation, title, status and primary resource as columns, then export.

Include the description if your search can show it: it gives the analysis more to read. The ticket's own hours column is best left unmapped: Headroom takes time from the time entries file.

1. 1.Use a time entry report or search for every resource over the same period as the tickets.
2. 2.Include the date worked, organisation, resource, ticket number, hours worked and whether the entry is billable.

If your export splits time into Billable Hours and Non-Billable Hours instead of a flag, add a Billable column (Yes where billable hours are above zero) and use the total hours worked.

1. 1.Recurring charges are the services on each recurring service contract.
2. 2.Export the contract services with their organisation, service name, units and unit price. A report on contract services gives every client at once.

Name per-user and per-device services so the name says so ("Managed Support per user").

1. 1.Contracts are not a report. Use the signed agreement, statement of work or service schedule for each client, as a PDF or text file.
2. 2.If your PSA stores the signed agreement as an attachment on the agreement or contract record, download it from there; otherwise use the copy in your document store.
3. 3.Start with your largest clients and any you suspect are doing work outside their agreement.

Headroom reads the clauses that decide what is billable: device ownership, hardware, project and onsite exclusions, support hours, included hours, third-party applications and new user or device setup. Scanned image-only PDFs have no text to read; use the original document or a text-based PDF.

Users and devices come from Microsoft 365 and your RMM (Datto RMM devices sync to Autotask, but the RMM export is the more complete list). See the Microsoft 365 and RMM guides.

Microsoft 365 users · RMM device lists

• Export three to six months of tickets and time entries, ending with the last full month. Use the same start and end date for both: the analysis period is the months those dates span.
• Fewer than three months gives too little to compare; more than six makes old agreements and leavers more likely to blur the picture.
• The clients file, users and devices, and billing lines describe what is in place now: current agreements, active users and devices, and current recurring charges. They have no date range.
• Users and devices with a created or first-seen date let Headroom tell when each one was added, so a monthly figure reflects when growth happened.

• Client names must match across every file. Headroom ignores case, spaces and punctuation ("ABC Ltd" and "abc ltd." match) but not different names ("ABC" and "ABC Holdings"). Rename in the spreadsheet before upload if your RMM or Microsoft 365 uses a different name.
• Autotask calls clients organisations (accounts in older versions). Either name maps to Client.
• Headroom reads time in minutes. When the column you map for time has hours in its name (Actual Hours, Hours Worked, Total hrs), a plain number in it is read as hours, in both the tickets and the time entries file, and the upload screen says so. In other columns, a decimal under 24 (1.5) in the time entries file is read as hours, and everything else is read as minutes unless it is written with h (1h 30m). If a column holds hours but its name doesn't say so, rename it or multiply the values by 60 before uploading.
• The billable column must say yes or no in a form Headroom reads: Yes, No, True, False, Billable, Non-billable or No charge. Replace other values, such as an internal code, before upload, or leave the column unmapped.
• Dates are read as day/month/year or year-month-day, with or without a time. If your export writes dates month first (US style, 03/14/2026), change the column's date format in the spreadsheet before uploading.

Other guides

• ConnectWise PSAWhich ConnectWise PSA lists and reports give Headroom its clients, tickets, time entries and billing lines, and how the columns map.Clients, Tickets, Time entries, Billing / agreements
• HaloPSAWhich HaloPSA lists and reports give Headroom its clients, tickets, time entries and billing lines, and how the columns map.Clients, Tickets, Time entries, Billing / agreements
• SyncroWhich Syncro lists give Headroom its clients, tickets, time, assets and billing lines, and how the columns map.Clients, Tickets, Time entries, Users & devices, Billing / agreements
• Microsoft 365 usersHow to export active users and licences from the Microsoft 365 admin centre for Headroom's users and devices file.Users & devices
• RMM device listsHow to export a device list from an RMM such as NinjaOne, Datto RMM or N-able for Headroom's users and devices file.Users & devices