AutoMap uses licence rules to choose a billing profile for a customer's Microsoft 365 subscriptions. You configure the profiles by commitment type, then choose whether each company needs approval before a proposed mapping is applied.

Use this guide after connecting your PSA and Microsoft account. You can reuse existing billing profiles or create them from PSA products while configuring rules. Add and check your customer companies before running mapping.

Your setup path: choose a PSA → configure licence rules → set company agreements and approval preferences → run mapping → review proposals → check the result.

Start with approval enabled. For your first companies, turn on Require Approval for New Licenses so you can check the proposed profiles and agreements before applying them.

Screenshots use example data from the development app. Your company names, profiles, counts, and available agreement fields may differ.

Before you start

Have the following ready:

• Access to AutoMap and the company settings you need to manage.
• The correct PSA company linked to the correct Microsoft tenant.
• Existing billing profiles, or PSA products from which to create profiles, for the subscription terms you sell.
• The customer agreement or contract that should receive the mapped licences.

For an account that is not yet configured, start with the existing Getting Started guide.

Understand the AutoMap sections

1. Choose the scope of your rules

1. Open AutoMap > License Rules.
2. Select the PSA whose billing profiles you want to use.
3. If Microsoft Partner Username is shown, select a partner connection to configure rules specifically for tenants in that account. Leave it unselected to configure the global AutoMap rules.

When looking for a matching rule, AutoMap checks for a rule for the company's Microsoft Partner connection first. If none exists for that licence and commitment type, it checks the global rule for the same PSA.

Example: You can use a general monthly rule for Microsoft 365 Business Premium, then configure a different monthly profile for customers connected through a particular Microsoft Partner account.

Figure 1. Choose the PSA and, when needed, a Microsoft Partner connection before configuring rules.

2. Choose licences and billing profiles

1. Select Manage Licenses.
2. Find the licences you want to configure. Use the search box, licence filter, or Show Selected Only to narrow the list.
3. Select the licences and choose Add Selected Licenses.

Figure 2. Use Manage Licenses to choose which licences appear in the rules table.

4. In the rules table, use the pencil icon (Edit) for the licence you want to configure.
5. Choose the appropriate billing profile in each relevant column.

6. Use the row's tick icon (Approve) to finish editing that rule.
7. Finish or cancel any other open row edits, then select Save All Rules.
8. Check that the intended profiles appear against the correct licence and commitment type.

The row's Approve control finishes the rule edit. Customer proposals are approved separately in Pending Mappings.

Figure 3. Set each relevant commitment column, finish the row edit with the tick, then save your rules.

A blank commitment column has no profile configured for that combination. Check each term you sell; a profile in the monthly column does not configure the annual columns.

If Save All Rules is unavailable: finish editing any open rows. When there are no unsaved changes, the button is also unavailable.

Worked example: Business Basic and Business Premium

This example starts with a connected PSA and no billing profiles. It uses the common Microsoft 365 Business Basic and Microsoft 365 Business Premium catalogue entries. EEA/no Teams and other editions are separate licence entries; select the edition your customers actually use.

1. In Manage Licenses, search for Microsoft 365 Business. Use Common Only to narrow the list, then select Business Basic and Business Premium and choose Add Selected Licenses.
2. Edit the Business Basic row. In each term column, search for the matching PSA product. A + marks a product from which AutoMap can create a new billing profile; existing profiles can be selected directly.
3. Match the monthly product to Monthly, the annual commitment with monthly billing product to Annual - Monthly, and the annually billed product to Annual - Annual.
4. Repeat for Business Premium. Review the proposed profile names; the term suffixes M:M, A:M, and A:A distinguish the three arrangements. Use the small pencil beside a proposed new profile name to change it if needed.
5. Finish each row with its tick, then select Save All Rules.
6. Check that each term's coverage count reads 2/2. Open Billing Profile > Billing Profiles and check the created profiles' Product ID, price, and cost against the PSA catalogue.

The two example licences are selected. Saved Rules identifies entries that already have rules when you return to Manage Licenses.

These are examples from the test PSA catalogue. Choose your own product and price versions; the year in a product name is not a universal requirement. Similar display names may represent different products, so verify their identifiers.

The example creates six rules and six billing profiles. Customer agreement selection, mapping approval, and PSA sync checks follow separately below.

3. Configure each company's AutoMap settings

1. Open Company > Companies.
2. Find the company and select its pencil icon (Edit).
3. Find the AutoMap section.
4. Review the following settings.

5. Select Save when the company's configuration is correct.

For an initial rollout, keep Require Approval for New Licenses enabled while checking your rules against representative customers.

The fields shown vary with the selected PSA and CSP settings. For example, an indirect CSP company set to Annual-Monthly may not show Annual Agreement.

Figure 4. This indirect CSP example requires approval and uses Annual-Monthly handling. Available agreement fields vary by configuration.

4. Run mapping for selected companies

1. Open AutoMap > Manual Mapping.
2. Use Companies to select the companies you want to process.
3. Select Run Mapping.
4. Review the result and any reported company errors. Resolve failed or partially completed results before continuing.
5. Open Pending Mappings for companies that require approval.

Before you select Run Mapping: check the selected companies and their approval settings. With approval disabled, matching mappings can be applied immediately.

Mapping can also update an existing mapping's billing profile. Review the selected companies and rules even when those customers have previously been mapped.

If an agreement is missing, open the company's settings and configure the required agreement before trying again. If no rule matches, check the licence, commitment type, PSA, and Microsoft Partner scope.

Figure 5. Select the companies to process. Run Mapping becomes available after a selection; it can apply mappings for companies with approval disabled.

5. Review proposed mappings

1. Open AutoMap > Pending Mappings.
2. Use Companies, Commitment Type, Proposed Profile, or Search to find the proposals you want to review.
3. Check each row's licence, company, subscription, commitment type, proposed profile, and agreement.
4. If the proposed profile needs correcting, select the pencil icon (Edit), choose the intended profile, and select the row's Save control. Recheck the row after it reloads.
5. Use Approve to apply a correct proposal or Reject to decline it.

To process several checked proposals together, select their row checkboxes and use Approve Selected or Reject Selected.

An approval saves the licence mapping and records the approval. Rejection records the rejection without applying that proposal. Rejection should not be used as a permanent company exclusion; use Exclude from AutoMap for that purpose.

A rejected proposal can be proposed again on a later run if the subscription remains eligible and the rule still matches.

If the displayed agreement is wrong, correct the company's AutoMap agreement settings and recheck the proposal before approving. Contact support if the agreement still does not match the intended destination.

Figure 6. Check the licence, commitment, proposed profile, and agreement before using the approval controls.

6. Check the result

1. Open the company's information page and check the resulting licence mapping.
2. Open AutoMap > Audit Log.
3. Use Mapping Action, Commitment Type, and Search to find the relevant records.
4. Check the actor, company, licence, action, commitment type, and date shown in the log.

Audit action filters include Auto, Approved, and Rejected. Applying a mapping and completing a downstream PSA sync are separate outcomes; verify the relevant sync result before treating the customer's billing as complete.

Figure 7. Use the action, commitment, and search filters to find the relevant audit records.

Advanced: agreements on licence filters

If you use licence filters, the AutoMap Agreement field lets you choose an agreement for licences matched by that filter. The agreement label may vary with your PSA.

1. Open the customer under Company > Companies, then Agreement Sync > Licenses.
2. In the blue Filters box, select Add filter, or Edit beside an existing filter.
3. Choose Include or Exclude under Filter mode. For an office example, select Office and enter Queensland.
4. Choose the group's AutoMap Agreement. Leave it empty to use the company default.
5. Select Apply filter, read the confirmation about removing existing mapped licences, and confirm when the change is intended.
6. Expand the saved filter and verify its licence quantities before running mapping. Use Add More Filters for another group.

The example company uses M365 as its default and Demo agreement for the Queensland group. Replace these names with your customer's agreements and verify that the expected licensed users match the filter.

If a filter returns No licenses match this filter, check the Microsoft user attributes and data retrieval before proceeding. See Filter licences and choose AutoMap agreements for the full workflow.

When applying mappings automatically, AutoMap keeps a valid agreement already assigned to an existing mapping. Otherwise, it uses the matched filter's agreement when available, then the agreement from the company settings. Changing a filter's agreement does not necessarily move existing mappings to a different agreement.

For companies that require approval, check the agreement on every proposal before approving it.

Quick troubleshooting

If you need help, include the company, licence, commitment type, expected billing profile and agreement, and the exact error shown when contacting Sync 365 support.