Supplier price-list mapping
Distributor and vendor price lists turned into clean product and cost records, with changes listed before import.
Check Distributor invoice & margin check for MSPs
Every seat on your distributor bill, matched to what you bill each client.
Every month {{BRAND}} checks your Pax8, Sherweb, TD SYNNEX or Ingram Micro invoice, and the vendors that bill you direct, against the recurring invoices in ConnectWise, Autotask, HaloPSA, Syncro or QuickBooks. You get the seats you pay for but don't bill, cost rises you haven't passed on, licences with no client, and clients under your target margin. A person checks every gap before it reaches you.
- No card needed
- No logins or tenant access
- Your sheet stays yours
September check · 38 clients$160/mo not billed
Not billedClient 12: 31 Business Premium seats on Pax8, 27 on its HaloPSA agreement: $88.00 a month
Price riseVendor B endpoint agent went from $3.40 to $3.90 a device on this invoice. Your price is unchanged for 9 clients
MarginClient 07 costs you $412.60 a month. You bill it $398.40
No client3 Business Standard seats in a tenant that matches no client in your PSA
MatchesSeats and prices for the other 23 clients match your agreements
Sample with made-up clients and prices
The problem
Your distributor bills every seat. Your PSA bills the ones someone remembered to add.
Seats drift every week
A tech adds four licences for new starters. Your distributor bills you from that day. The agreement in your PSA still says 27, and it stays that way until someone checks.
Price rises show up on the invoice
Some vendors give 30 days' notice. Others change a SKU price and you only see it when the invoice lands, after you've billed your clients at the old price.
Margin leaks client by client
Resale margin is often only about 12–18%. A few unbilled seats and one rise you didn't pass on can turn a client negative, while the monthly total still looks about right.
In a lot of small MSPs, reconciliation is a spreadsheet someone gets to when there's time, and there rarely is. {{BRAND}} does it every month for a flat fee from $150, and you don't have to hire or train anyone.
How it works
Three steps. Your first check is last month's.
Send last month's exports
Your distributor invoice or billing CSV, invoices from vendors that bill you direct, and the recurring invoice or agreement export from your PSA or QuickBooks. No logins needed.
We match every line
Software sorts the lines and maps each tenant to a client and each SKU to the line you bill. A person checks every difference against last month and your agreements, separates out prorations, credits and mid-term adds, and asks you about anything we can't back up. The map is saved, so each month is quicker.
You get a gap list and a tracker
A sheet with each gap and what it costs you a month, a repricing tracker by client with renewal dates, and drafted price-change notices that you edit and send yourself.
What changes hands
What you send, and what you get each month
You send (each month)
- Your distributor invoice or billing export from Pax8, Sherweb, TD SYNNEX or Ingram Micro (CSV is best, PDF works)
- Invoices from vendors that bill you direct, such as backup or endpoint security
- The recurring invoice or agreement export from ConnectWise, Autotask, HaloPSA, Syncro, QuickBooks or Xero
- Your subscription list with renewal dates, if your invoice doesn't show them
- Once: your target margin, the notice period in your client agreements, and which clients pay a bundled per-user price
- Optional: licence counts per tenant from CIPP or the Microsoft 365 admin centre (counts only, no user names)
You get (within 3 working days of your exports)
- A gap list in your own Google Sheet or Excel file, with the invoice line and agreement line behind each gap
- What each gap costs you a month, in dollars
- Margin by client against your target
- A repricing tracker by client, with renewal dates and status
- Drafted price-change notices for you to edit and send
- A real person to reply to: {{FIRST_NAME}}
Sample monthly check
What lands in your inbox after each distributor invoice
A short summary, a gap list in your sheet, and a repricing tracker by client. This sample uses made-up clients, vendors and prices.
From {{FIRST_NAME}} at {{BRAND}}
Subject September check: $160/mo not billed, 3 price rises to pass on, 5 clients under target, 2 licences on no agreement
Not billed (3) · $160.00 a month
- Client 12 · M365 Business Premium: 31 seats on Pax8, 27 on the HaloPSA agreement. 4 seats added on 9 Sep for new starters. 4 × $22.00 = $88.00
- Client 19 · Vendor B endpoint agent: 42 devices on Vendor B's invoice, 35 billed. 7 devices onboarded in August. 7 × $6.00 = $42.00
- Client 04 · Exchange Online Plan 1: 6 seats on Pax8 since 2 Sep, none on the agreement. 6 × $5.00 = $30.00
Price rises to pass on (3)
- Vendor B endpoint agent · your cost went from $3.40 to $3.90 a device on this invoice. No notice on file. 212 devices across 9 clients are still billed at the old prices. $106.00 a month off your margin
- Client 30 · M365 Business Basic: cost went from $5.10 to $5.95 a seat at its 1 Sep renewal. 22 seats still billed at $6.00, so you keep $0.05 a seat. $18.70 a month
- Client 08 · SQL Server Standard, annual term paid monthly: renews 14 Oct. Microsoft's 5% rise for this billing plan applies at that renewal, so $186.20 becomes $195.51. Reprice before the November invoice.
Under your 15% target margin (5)
- Client 07 · licences cost you $412.60 a month and you bill $398.40: −3.6%. Its agreement still has 2023 prices. New prices are drafted in the tracker.
- Client 15 · licences cost you $268.40 a month and you bill $280.00: 4.1%. Mostly the Vendor B rise above.
- Clients 30, 08 and 21 · 0.8%, 13.0% and 13.3%. Each is hit by a price rise above. Suggested prices are in the tracker.
Licences not on any agreement (2)
- Tenant T-117 · 3 × M365 Business Standard on Pax8, $37.50 a month, and no matching client in HaloPSA. Last billed in June. The annual term renews 22 Nov. If this client has left, reduce the seats at renewal.
- Client 26 · 25 × Defender for Office 365 Plan 1, $50.00 a month. A trial that turned into a paid subscription on 18 Aug. It isn't on the agreement, so bill it, or set it not to renew.
Checked and matches
- 548 invoice lines across 38 clients. Seats and prices for the other 23 clients match your agreements.
The gap list and repricing tracker are in your Google Sheet, tab "Sep 2026". Price-change notices for Clients 07, 15 and 30 are drafted there for you to edit and send.
Checked by {{FIRST_NAME}} · reply to this email with any question
Checked by {{FIRST_NAME}} · reply to this email with any question
The repricing tracker in your sheet
One row per client that needs a new price. You update the status, and we carry each row forward until it's done.
| Client | What changed | Cost/mo | You bill/mo | Margin | Next step |
|---|---|---|---|---|---|
| Client 07 | Prices from 2023 | $412.60 | $398.40 | −3.6% | Notice drafted: $486.00 |
| Client 15 | Vendor B rise | $268.40 | $280.00 | 4.1% | Notice drafted: $316.00 |
| Client 30 | Cost up at 1 Sep renewal | $130.90 | $132.00 | 0.8% | Notice drafted: $7.00/seat |
| Client 08 | SQL Server +5% on 14 Oct | $186.20 | $214.00 | 13.0% | 8.6% after renewal: reprice |
| Client 21 | Vendor B rise | $117.00 | $135.00 | 13.3% | Your call: $4.60/device = 15% |
| Client 33 | Prices from 2022 (flagged Aug) | $640.20 | $760.00 | 15.8% | Done: new prices 1 Oct |
Pricing
Priced by how many clients you bill, not by technician or seat
Up to 20 clients
$150/month
For an owner who does the billing
Up to 50 clients
$250/month
For an MSP with a billing or ops admin
Up to 100 clients
$400/month
Also for two distributors or 4+ direct vendors
Every plan includes
- Your distributor invoice checked every month
- Up to 3 vendors that bill you direct
- Seats bought vs seats billed, for every client
- Unit cost changes vs last month
- Licences not on any agreement, and unmatched tenants
- Margin by client against your target
- A repricing tracker, with notices drafted for you to send
- A named person, not a ticket queue
- Monthly billing, cancel any time
- Over 100 clients? Ask us.
Last month checked free. Send one month's distributor invoice and your billing export. No card, no contract.
Get my free checkFor context: an offshore billing assistant costs about $500–1,400 a month, and a billing admin in the US or UK about $16–30 an hour. Paid billing reconciliation software for MSPs starts at about $130–300 a month before add-ons, and someone on your team still has to work through it.
What we don't do: buy, cancel or change licences; edit your PSA, distributor portal or client tenants; contact your clients or distributor; send invoices or collect money; or give licensing, tax, legal or accounting advice.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. Our working day starts while North America sleeps, so exports sent at the end of your day are being checked by your morning. Our hours overlap with UK and Australian business hours too.
What access do you need?
Files, not logins. You email the exports or drop them in a shared folder. We never need your Pax8, Sherweb or Partner Center login, admin rights in your PSA, or GDAP or any other access to your clients' tenants.
Is my data safe?
Your exports are used only to run your check. They're kept in our Google Workspace account with 2-step login, and seen only by the person working on your account. They're never shared or sold, and are deleted within 7 days if you leave. We need client names and seat counts, not your clients' staff names, so licence reports can be counts only. We're happy to sign your NDA. For UK and EU MSPs we act as your processor under GDPR and sign a data processing agreement. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software lines up each invoice line with its client and agreement line, and compares it with last month. A person checks every difference before it goes on your list. If we can't back a gap with both lines, we ask you about it rather than list it.
Which distributors and PSAs do you work with?
Distributors: Pax8, Sherweb, TD SYNNEX and Ingram Micro, plus Microsoft's own invoice if you buy CSP direct, and any vendor that bills you itself. Billing: ConnectWise PSA, Autotask, HaloPSA and Syncro, recurring invoices in QuickBooks or Xero, or a spreadsheet. If your PSA already syncs seat counts from your distributor, we still check prices, margins and the vendors the sync doesn't cover.
What if we bundle licences into a per-user price?
Then there's no per-licence price to compare, so we check the users you bill against licensed users in each tenant, and track your licence cost per user against the bundle price. You'll see when a vendor rise eats into a bundle, even though no single line looks wrong.
Does this cover Microsoft's October 2026 change?
Yes, where it shows up on your invoice. Pax8's notice says that from 1 October 2026, Microsoft adds 5% to CSP software subscriptions on annual terms billed monthly, such as SQL Server, Windows Server, CALs and System Center, at each renewal. It doesn't apply to Microsoft 365 seats. We list each affected subscription with its renewal date so you can reprice first. Pax8's margin change on some Microsoft 365 products doesn't change the list price, so we show it as lower margin, not as a price rise for your clients.
What don't you do?
We don't buy, cancel or reduce licences, or change anything in your PSA, distributor portal or client tenants. We draft price-change notices, and you decide what to send and send it from your own address. We don't contact your clients or distributor, send invoices, or collect or move money. We're not licensing consultants, auditors, lawyers or accountants: we compare what you buy with what you bill, and we use the notice periods you give us rather than interpret your contracts. We don't take on work that needs access to patient or other health records, or a HIPAA business associate agreement (BAA).
What happens after the free check?
Pick a plan or stop. Either way the gap list, the tenant-to-client map and the tracker are yours.
How do I pay?
A monthly invoice that you can pay by bank transfer (US ACH or UK bank transfer) or by card.
Last month checked free
Start with last month's distributor invoice
Tell us which distributor and PSA you use and roughly how many clients you bill for licences. {{FIRST_NAME}} will reply within one working day with a short list of exports to send. Your free check comes back within 5 working days of getting them.
Prefer email? {{EMAIL}}