Billing reconciliation for MSPs
You bill 150 seats. Your distributor bills you for 200. That gap is $1,100 a month.
Seats get added mid-month, people leave, plans change, and your PSA agreements quietly drift from what your vendors actually charge you. BillRecon lines the two up, tags every gap with a dollar figure, and hands you a finished statement before invoice day.
Free during the private beta, then flat from $179/mo with Microsoft included and no per-seat add-ons. Once you are in, connect once and reconciliation runs itself.
Found money · forward run-rate
- gross found
- +$1,843.00
- corrections owed back
- −$264.00
- net after corrections
- +$1,579.00
Sample data. Your number is computed from your own connected data.
Works with the systems you already run
- Microsoft 365BETA
- HaloPSABETA
- ConnectWise
- AutotaskBETA
- Pax8
- NinjaOneBETA
- Datto RMMBETA
- HuntressBETA
- BitdefenderBETA
- DNSFilterBETA
- Spreadsheet / CSV
- Automation feed
- + more coming soon
12 integrations live today, newer ones marked beta. No logo for your tool? The spreadsheet import and the automation feed take anything that exports. More PSA, distributor, and MSP-stack coverage every month. Request an integration →
BILLING DRIFT · THE FIVE TYPES
Five ways billing drifts. One statement that catches them.
Seats you pay for and never invoice
Microsoft 365 Business Premium · 12 licensed at the distributor · no agreement line in your PSA
Seats added mid-term, still billed at the old count
distributor bills you 200 · you invoice 150 · 50 seats on the house
Offboarded users still on the invoice
Defender for Endpoint P1 · 0 assigned at the vendor · 4 still billed to the client
Agreement bills the wrong product
Agreement bills Microsoft 365 E3 · the tenant actually runs Business Premium · the gap rides every seat, every month
Lines your vendor no longer sells you
still on the client's agreement · nothing behind it at the distributor
HOW IT WORKS
Connect once. Confirm your clients. Fix the drift.
Connect your stack
PSA first: that is where your billing lives. Then the distributors and vendors that charge you. Every connection reads through least-privilege credentials, and write-back stays off until you arm it.
ConnectionsConnectWise PSApsaREAD + WRITE-BACKPax8distributorREAD-ONLYMicrosoft 365vendorREAD-ONLYVendors and distributors are never written. Write-back to your PSA waits behind the caps you arm.
Confirm your clients in the Book
The Book lines up every vendor account with the PSA client it bills and scores each match. Confirm the sure ones in one move and decide the rest yourself; products map the same way. Every decision is remembered, so the next sync applies your book, not a guess. No dollar is trusted until you confirm the match behind it.
THE BOOK · CLIENT MATCHES12 of 14 confirmedMeridian Logistics↔ Meridian Logistics LLC98% CONFIRMEDCohort Health↔ Cohort Health Inc96%CONFIRM9 more above 95%CONFIRM ALL 9PRODUCT MAPlearned once, applied every syncO365_BUSINESS_PREMIUMMicrosoft 365 Business PremiumREMEMBEREDFix the drift from the Ledger
Every gap lands as a money-tagged line that shows its work: the vendor count, the agreement line, the price it rides. Approve it and BillRecon updates the agreement quantity in your PSA inside the caps you set, or exports the same fix in one click. Every write is logged, and every write has an undo.
UNDER-BILLEDMeridian Logistics · 1 of 6 lines+$1,100.00Microsoft 365 Business Premium200 → 150+$1,100.00 /moHow we computed thisPax8 subscription200 seatsConnectWise agreement line150 billedprice$22.00 /seat · from the agreementAPPLIED TO PSAagreement 150 → 200 · inside your capsUNDO
Sample data. Every line in your statement shows its own sources.
HANDS-OFF RECONCILIATION
It runs itself, inside guardrails you set.
BillRecon re-pulls your PSA, distributors, and vendors on schedule and refreshes the statement. When your invoices finalize, the month’s digest lands in your inbox. You open a finished statement, not a chore.
Approve a correction and BillRecon updates the agreement quantity in your PSA itself, inside the caps you set. Prefer paper? The same fixes export in one click.
- Global kill switchOFF BY DEFAULT
- Per-connection toggleYOU ARM IT
- Per-client allow-listYOU CHOOSE
- Per-fix dollar capYOU SET THE $
- Per-run ceilingYOU SET IT
- Audit trailEVERY WRITE
RENEWALS AND POOLS
Built for the NCE era.
Microsoft’s NCE term-locks your seat counts. You can only trim seats at renewal, so a missed window means another full term paying for seats nobody uses. BillRecon puts every client’s renewals on one calendar with the seat drift attached, so you cut before the lock, not after.
Connect your per-user assignments and it shows the committed-versus-deployed headroom too, so you renew for what you actually run.
Deployed counts come from your per-user license matrix.
Sample data. Your calendar is built from your own vendor subscriptions.
DEVICE COVERAGE
Agents you pay for. Devices that are real.
Your RMM only knows its own agents. BillRecon merges the device list from every tool you connect into one inventory per client and lines up each tool’s last check-in. An agent that goes quiet while its siblings still report is a stalled install, not a dead machine.
Then it checks what each device should be running. Say a workstation gets EDR and RMM while a server is judged on its own terms, and BillRecon flags the live machines missing a tool you pay to deploy. A workstation reporting in fine that no EDR has ever seen is a billing conversation no single console can find, because each one only sees its own.
It raises a gap only when a connected tool proves it can already see your other devices, so the list is worth acting on, not a wall of false alarms. Coverage gaps are conversation first and carry no dollar figure.
| Client | RMM | Security | Backup |
|---|---|---|---|
| Riverside Health | 0/24 | 11/24 | 0/24 |
| Acme Logistics | 38/41 | 41/41 | 29/41 |
| Northbeam Dental | 18/18 | 18/18 | 16/18 |
| Vela Studio | 9/9 | 9/9 | 9/9 |
Device dollars are approximate and labeled as such. They never enter the drift total.
Why MSPs trust the number
Read-only mirror of your PSA
BillRecon does not author contracts. Your PSA stays the system of record, and nothing changes until you approve it.
Credentials in a managed vault
Encrypted at rest, scoped to read only what is needed, and hard-deleted the moment you disconnect a source.
Trust before totals
Every vendor account is matched to its PSA client and confirmed before a single dollar is trusted. No confident, precise, wrong numbers.
PRICING · FLAT PER MSP
One price. Every connection included.
These plans open when we leave beta. We will email you before any billing starts. Flat per MSP, by reconciled-client count, every connector included at every tier.
Free during the private beta. Request beta access.
See what this month is hiding.
Connect your PSA and vendors, confirm the matches, and your run-rate exposure is on screen, down to the exact lines that are drifting.