Interactive product tour
See the complete audit-to-recovery workflow before you upload your own data.
This worked sample shows how MSP billing reconciliation software compares vendor billing against PSA billing, highlights where the two systems drifted apart, and turns those gaps into a fix list your team can act on.
New recovery workspace
Assign rows, track recovered dollars, and export the follow-through report.
Jump to workspaceEstimated monthly leakage
$363
$4,356/year based on flagged recurring variances
Items compared
8
6 matched to a counterpart across vendor and PSA billing
Flagged for review
6
5 estimated revenue gaps plus 1 PSA line without a vendor record
Match rate
75%
6 items need human review before billing closes
Seen enough to check your own billing?
Create a free account, upload two CSV exports, and run 3 own-data audits. No credit card required.
Representative audit preview
Vendor vs PSA gaps surfaced line by line
Northwind Dental Group
Vendor quantity exceeds billed quantity
Microsoft 365 Business Premium
Vendor
42
PSA
36
Leakage
$54
Harbor Legal LLP
Billing line reconciles cleanly
Exchange Online Plan 1
Vendor
18
PSA
18
Leakage
$0
Summit Build Co.
Matched after normalization at 92% confidence
Microsoft 365 E3
Vendor
51
PSA
44
Leakage
$77
Summit Build Co.
Matched after normalization at 90% confidence
Microsoft Teams Phone Standard
Vendor
20
PSA
16
Leakage
$24
Blue Mesa Care
Vendor line has no PSA billing equivalent
Microsoft Defender for Business
Vendor
33
PSA
0
Leakage
$198
Asteron Manufacturing
Billing line reconciles cleanly
Power BI Pro
Vendor
12
PSA
12
Leakage
$0
Asteron Manufacturing
Vendor quantity exceeds billed quantity
Microsoft 365 Business Basic
Vendor
26
PSA
24
Leakage
$10
Harbor Legal LLP
PSA line exists without a vendor record
Microsoft Intune
Vendor
0
PSA
8
Leakage
$0
| Client | Product / Service | Vendor Qty | PSA Qty | Delta | Monthly leakage | Review signal |
|---|---|---|---|---|---|---|
Northwind Dental Group Vendor quantity exceeds billed quantity | Microsoft 365 Business Premium | 42 | 36 | +6 | $54 | Exact matchUnder-billed |
Harbor Legal LLP Billing line reconciles cleanly | Exchange Online Plan 1 | 18 | 18 | 0 | $0 | Exact matchExact |
Summit Build Co. Matched after normalization at 92% confidence | Microsoft 365 E3 | 51 | 44 | +7 | $77 | Fuzzy matchUnder-billed |
Summit Build Co. Matched after normalization at 90% confidence | Microsoft Teams Phone Standard | 20 | 16 | +4 | $24 | Fuzzy matchUnder-billed |
Blue Mesa Care Vendor line has no PSA billing equivalent | Microsoft Defender for Business | 33 | 0 | +33 | $198 | No PSA matchLeaking |
Asteron Manufacturing Billing line reconciles cleanly | Power BI Pro | 12 | 12 | 0 | $0 | Exact matchExact |
Asteron Manufacturing Vendor quantity exceeds billed quantity | Microsoft 365 Business Basic | 26 | 24 | +2 | $10 | Exact matchUnder-billed |
Harbor Legal LLP PSA line exists without a vendor record | Microsoft Intune | 0 | 8 | -8 | $0 | No vendor recordFlagged |
What this audit is showing
Vendor vs PSA comparison
Each row compares the vendor quantity against the PSA quantity actually being billed to the client, which is the gap most MSP teams are trying to prove.
Billing mismatch review with confidence signals
Exact matches clear quickly, fuzzy matches stay visible with confidence context, and unmatched rows stay visible so the team can review them instead of guessing.
Revenue impact visibility
Leakage Finder turns quantity deltas into dollar impact so operators know what to fix first and what may need a client conversation.
Why this is operationally useful
- Vendor vs PSA comparison with exact and fuzzy match status
- Quantity drift, agreement drift, and orphaned recurring items surfaced line by line
- Monthly and annualized dollar impact so the biggest gaps stand out first
- A recovery workspace with status, owner, notes, manager summary, and exportable follow-through
What your team would do next
Turn sample findings into a real monthly billing review.
Review the flagged rows and confirm which mismatches need human attention.
Correct the billing lines in your PSA, agreement, or recurring invoice records.
Rerun the audit to verify the gap is closed before invoices are finalized.
Need a calmer handoff after the findings? Review the billing correction playbook before you change anything.
See the billing correction playbookIncludes 3 free audits on your own data after the sample view.
Interactive recovery workflow
Local saved stateTrack review decisions, pending work, and who owns the fix.
Review each finding, confirm it, mark a reported fix, or ignore an accepted variance. Marked fixed is a user decision; comparable imports must verify billing changes, and invoices and payments must verify collected revenue.
User marked fixed
0
Unverified; no collected revenue evidence
Open findings
6
Needs review or user confirmed, awaiting follow-through
Clients touched
5
Accounts with one or more recovery findings
Workflow decisions
0/6
Manager summary
0 findings user marked fixed (unverified), 6 findings still open, and 0 findings ignored. Collected revenue has not been verified.
This is the sentence your billing owner can paste into an internal monthly close update.
Workflow mix
Needs review
6
User confirmed
0
Marked fixed
0
Ignored
0
Blue Mesa Care
Microsoft Defender for Business
Vendor line missing from PSA billing. Add or confirm the PSA recurring line for 33 seats.
Estimated opportunity
$198 (legacy quantity estimate; price not checked)
Quantity delta
+33
Match confidence
0%
Follow-through
Summit Build Co.
Microsoft 365 E3
Under-billed recurring quantity. Validate the vendor quantity, then update PSA billing from 44 to 51.
Estimated opportunity
$77 (legacy quantity estimate; price not checked)
Quantity delta
+7
Match confidence
92%
Follow-through
Northwind Dental Group
Microsoft 365 Business Premium
Under-billed recurring quantity. Validate the vendor quantity, then update PSA billing from 36 to 42.
Estimated opportunity
$54 (legacy quantity estimate; price not checked)
Quantity delta
+6
Match confidence
100%
Follow-through
Summit Build Co.
Microsoft Teams Phone Standard
Under-billed recurring quantity. Validate the vendor quantity, then update PSA billing from 16 to 20.
Estimated opportunity
$24 (legacy quantity estimate; price not checked)
Quantity delta
+4
Match confidence
90%
Follow-through
Asteron Manufacturing
Microsoft 365 Business Basic
Under-billed recurring quantity. Validate the vendor quantity, then update PSA billing from 24 to 26.
Estimated opportunity
$10 (legacy quantity estimate; price not checked)
Quantity delta
+2
Match confidence
100%
Follow-through
Harbor Legal LLP
Microsoft Intune
PSA line has no active vendor record. Confirm whether 8 PSA seats should stay active, be reduced, or be removed.
Estimated opportunity
$0 (legacy quantity estimate; price not checked)
Quantity delta
-8
Match confidence
0%
Follow-through
Premium follow-through preview
Included in every auditTurn audit findings into client-ready recovery work.
Group findings by client and draft follow-up language for review by your account or billing owner. Estimates stay with their billing period and currency; collected revenue is not verified here.
Clients to review
5
Grouped account conversations instead of a flat row queue
Top account
Blue Mesa Care
1 findings to validate first
Findings to review
6
Per-line estimates below; no collected revenue evidence
1. Blue Mesa Care
Unbilled vendor items. Confirm the service is active, add the missing recurring billing line, then decide whether to notify the client before the invoice is sent.
Estimated opportunity
$198 (legacy quantity estimate; price not checked)
Price checks incomplete
1
Owner
Account manager plus billing owner
Client note draft
During billing reconciliation, we found that vendor quantities for Microsoft Defender for Business differ from the billing records for Blue Mesa Care. We are validating the count before proposing a billing change. The legacy quantity estimate is $198 for the imported rows; customer price and billing period have not been checked.
Microsoft Defender for Business
Vendor line missing from PSA billing
$198 (legacy quantity estimate; price not checked)
Add or confirm the PSA recurring line for 33 seats.
2. Summit Build Co.
Recurring quantities need review. Validate the seat counts, update recurring billing, and hand the prepared note to the account owner for client context.
Estimated opportunity
$101 (legacy quantity estimate; price not checked)
Price checks incomplete
2
Owner
Account manager plus billing owner
Client note draft
During billing reconciliation, we found that vendor quantities for Microsoft 365 E3 and Microsoft Teams Phone Standard differ from the billing records for Summit Build Co. We are validating the count before proposing a billing change. The legacy quantity estimate is $101 for the imported rows; customer price and billing period have not been checked.
Microsoft 365 E3
Under-billed recurring quantity
$77 (legacy quantity estimate; price not checked)
Validate the vendor quantity, then update PSA billing from 44 to 51.
Microsoft Teams Phone Standard
Under-billed recurring quantity
$24 (legacy quantity estimate; price not checked)
Validate the vendor quantity, then update PSA billing from 16 to 20.
3. Northwind Dental Group
Recurring quantities need review. Validate the seat counts, update recurring billing, and hand the prepared note to the account owner for client context.
Estimated opportunity
$54 (legacy quantity estimate; price not checked)
Price checks incomplete
1
Owner
Account manager plus billing owner
Client note draft
During billing reconciliation, we found that vendor quantities for Microsoft 365 Business Premium differ from the billing records for Northwind Dental Group. We are validating the count before proposing a billing change. The legacy quantity estimate is $54 for the imported rows; customer price and billing period have not been checked.
Microsoft 365 Business Premium
Under-billed recurring quantity
$54 (legacy quantity estimate; price not checked)
Validate the vendor quantity, then update PSA billing from 36 to 42.
2 more client briefs are included in the export.
What you upload
Vendor or distributor export plus PSA billing export
Bring in the billing data your team already has: vendor invoice or license export on one side, PSA billing export on the other.
What Leakage Finder does
Compares the two systems and shows where they drifted
The audit aligns clients and products, handles naming drift, flags quantity differences, and keeps exact, fuzzy, unmatched, and orphaned rows visible for review.
What you get back
A review-ready fix list with revenue impact
Your team sees which clients, products, and quantities need attention, what the monthly leakage looks like, and what to correct before the billing cycle closes.
Sample audit walkthrough
A believable first look at the billing review serious MSP buyers already recognize
This worked sample lets you inspect the inputs, comparison logic, and operational output before you sign up.
Good fit if you need
- A low-friction way to validate whether anything is slipping through before creating an account
- A clearer view of how vendor and PSA exports are reconciled in practice
- Proof that the output is specific enough for a billing or finance team to act on
- A calmer next-step resource for handling corrections before the invoice goes out
Ready to validate your own billing data?
Move from sample proof to your own free reconciliation.
Start with the proof page, then upload your own vendor and PSA exports to see whether the same leakage patterns are already sitting in your billing workflow.