Billing correction playbook
Found a billing gap? Here is what your team does next.
Leakage Finder helps surface the problem. Your team still reviews, corrects, and confirms before billing changes go out. This playbook is here to make that process feel calmer, clearer, and easier to trust.
What the audit is showing
Vendor billing and PSA billing drift. The audit makes that drift visible.
Leakage Finder does not tell you that your team failed. It shows where the two systems stopped agreeing so you can deal with it before the next invoice locks the problem in.
Review-and-approve
Leakage Finder is a check on the systems, not a blind writeback tool. It helps your team surface the problem, export the findings, and review the correction before anything is finalized.
Unbilled items
A vendor or distributor line exists, but there is no matching billed item in the PSA.
Under-billed quantities
The item exists in both places, but the vendor quantity is higher than what the client is being billed for.
Product-name mismatch
The recurring item appears to be the same thing, but naming drift or SKU changes need a human check before correction.
Orphaned records
The PSA still has a recurring billing line that no longer matches a live vendor record, or vice versa.
What your team does next
Turn findings into a billing fix list.
The goal is not to react fast for the sake of it. The goal is to review the findings, confirm the issue, correct what needs correcting, and confirm closure before billing goes out.
Review the flagged rows
Start with the items Leakage Finder surfaced and separate obvious mismatches from rows that need a quick human check.
Confirm what changed
Use the client, product, quantity, and dollar context to confirm whether the issue is real, a naming mismatch, or a stale billing record.
Correct PSA billing where needed
Update the PSA, agreement, or recurring invoice record only after your team is comfortable that the row is understood.
Rerun the audit to confirm closure
After the correction, rerun the comparison so the team can see the gap is actually closed before billing is finalized.
Handling client-facing corrections
Calm correction beats delayed cleanup.
If a correction touches a client invoice, the safest posture is usually clarity. Show the supporting data, explain what changed, and keep the correction process consistent with how your team already handles recurring billing adjustments.
Explain clearly what changed instead of framing it as a surprise charge.
Show the supporting data so the client can see the vendor quantity, the billed quantity, and the corrected amount.
Correct calmly and consistently using the same process your billing team would use for any recurring billing adjustment.
Phase larger corrections where appropriate if your team decides that is the cleaner client conversation.
This is not legal or accounting advice. It is a practical operator workflow for handling corrections with clearer supporting data and fewer surprises.
Why earlier is easier
Catching the issue before invoices go out is usually cleaner than backbilling later.
Small drift compounds when it sits in the system for multiple billing cycles.
A review-and-approve process reduces the risk of rushed corrections or unclear client conversations.