Connect integrations and sync data from external tools

ClarityCalc connects to the PSA and vendor tools your MSP already uses, so you can import client rosters and catalog items instead of rebuilding them from scratch. All integrations are pull-only and manual: ClarityCalc fetches data when you ask it to, never pushes changes to your external systems, and never overwrites your data without showing you what would change first.

Before you begin

• You have Owner permissions.
• You have API credentials for the tool you want to connect (see provider-specific details below).

Connecting a provider

1. Go to Global Settings → Integrations.
2. Find your provider's card and click it.
3. Enter your API credentials. ClarityCalc encrypts and stores them securely. Credentials are never exposed to the browser or logged.
4. Click Save and wait for the connection test to confirm the link is working.

Once connected, you'll see the provider's management page with options for syncing clients and catalog items.

What you can sync

Clients

Import your client roster from a PSA. ClarityCalc pulls company records and lets you create new clients or map them to existing ones. See Add and manage clients for the full walkthrough.

Catalog Items

Import your product catalog from a PSA or vendor marketplace. ClarityCalc pulls product records with cost, pricing, vendor, and category data, and lets you create new catalog items, map to existing ones, or update existing catalog items with fresh data from the external system.

See Create and manage catalog items for details on the catalog item sync wizard and field mapping.

How field mapping works (catalog items)

External tools store product data differently than ClarityCalc. When you set up catalog item sync, a field mapping screen lets you choose which external field maps to each ClarityCalc field.

For example, Autotask has four fields that could represent an item code: SKU, Internal Product ID, External Product ID, and Vendor Product Number. You pick the one your team actually uses. Sensible defaults are pre-selected so most MSPs can accept the defaults and move on.

Field mappings are configured once and apply to every subsequent sync. You can change them at any time from the catalog item sync wizard.

One sync source per field

If you connect more than one provider (for example, Autotask for your internal catalog and Pax8 for cloud pricing), each ClarityCalc field can only be written by one provider at a time. When setting up a second provider, any field already claimed by the first shows a "Synced via [provider]" label with an option to reassign it. This prevents one sync from silently overwriting data written by another.

Syncing catalog items step by step

1. From the provider's management page, click Sync Catalog Items to open the catalog item sync wizard.
2. Step 1 — Field mapping. Review and confirm which external fields map to which ClarityCalc fields. Click Next when you're satisfied.
3. Step 2 — Review. ClarityCalc fetches products from the external system and shows them in a table. Each item is matched against your existing catalog by name. For each item, choose an action:
   • Create — adds a new ClarityCalc catalog item.
   • Update — updates an existing matched catalog item with the incoming data. Expand the row to see exactly which fields would change.
   • Map to Existing — links the external product to a ClarityCalc catalog item you select.
   • Skip — ignores the item. Use the checkboxes and "Action with selected" toolbar to process multiple catalog items at once.
4. Step 3 — Execute. Click Execute Import. ClarityCalc creates, updates, or links catalog items according to your selections and shows a summary of what was done.

Re-syncing

You can run the sync wizard again at any time. Catalog items that were previously imported are already linked, so ClarityCalc recognizes them and shows any differences since the last sync. This makes it easy to keep your catalog current when vendor pricing changes.

Supported providers

Beta providers are fully functional but have not been verified against as many real-world configurations. If you use a beta provider and run into issues, we'd love to hear about it.

Disconnecting a provider

1. Go to Global Settings → Integrations → your provider.
2. Scroll to the bottom and click Disconnect [provider].
3. Confirm the action.

Disconnecting removes your stored credentials and integration configuration. Client and catalog item records that were imported are preserved in ClarityCalc — they just won't be linked to the external system anymore.