Sample audit
See what things slipping through actually look like before you upload your own data.
This sanitized representative example 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 before they quietly compound.
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
124
109 matched automatically across vendor and PSA billing
Flagged for review
7
2 fuzzy matches, 2 unmatched rows, 3 quantity gaps
Audit confidence
75%
5 items need human review before billing closes
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 | Leakage | Match | Status |
|---|---|---|---|---|---|---|---|
Northwind Dental Group Vendor quantity exceeds billed quantity | Microsoft 365 Business Premium | 42 | 36 | +6 | $54 | Client/product match | Under-billed |
Harbor Legal LLP Billing line reconciles cleanly | Exchange Online Plan 1 | 18 | 18 | 0 | $0 | Client/product match | Exact |
Summit Build Co. Matched after normalization at 92% confidence | Microsoft 365 E3 | 51 | 44 | +7 | $77 | Fuzzy client/product | Under-billed |
Summit Build Co. Matched after normalization at 90% confidence | Microsoft Teams Phone Standard | 20 | 16 | +4 | $24 | Fuzzy client/product | Under-billed |
Blue Mesa Care Vendor line has no PSA billing equivalent | Microsoft Defender for Business | 33 | 0 | +33 | $198 | No PSA match | Leaking |
Asteron Manufacturing Billing line reconciles cleanly | Power BI Pro | 12 | 12 | 0 | $0 | Client/product match | Exact |
Asteron Manufacturing Vendor quantity exceeds billed quantity | Microsoft 365 Business Basic | 26 | 24 | +2 | $10 | Client/product match | Under-billed |
Harbor Legal LLP PSA line exists without a vendor record | Microsoft Intune | 0 | 8 | -8 | $0 | No vendor record | Flagged |
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 what was recovered, what is pending, and who owns the fix.
Move findings through a monthly billing workflow: review the gap, confirm it is real, mark it corrected once the PSA is updated, or close it as ignored when it is not billable.
Recovered
$0
$0/year after corrected rows
Still at risk
$363
Needs review or confirmed, but not corrected
Clients touched
5
Accounts with one or more recovery findings
Closed
0/6
Manager summary
0 findings corrected, $0/month recovered, and $363/month still pending across 6 open findings.
This is the sentence your billing owner can paste into an internal monthly close update.
Workflow mix
Needs review
6
Confirmed
0
Corrected
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.
Monthly impact
$198
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.
Monthly impact
$77
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.
Monthly impact
$54
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.
Monthly impact
$24
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.
Monthly impact
$10
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.
Monthly impact
$0
Quantity delta
-8
Match confidence
0%
Follow-through
Premium follow-through preview
Included in every auditTurn audit findings into client-ready recovery work.
Leakage Finder now groups findings by client, ranks the accounts by recoverable impact, and drafts the follow-up language your account or billing owner can review before contacting the client.
Clients to review
5
Grouped account conversations instead of a flat row queue
Top account
Blue Mesa Care
$198/month to validate first
Annual exposure
$4,356
Recovery estimate across the client briefs
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.
Monthly
$198
Annual
$2,376
Owner
Account manager plus billing owner
Client note draft
During monthly billing reconciliation, we found that vendor quantities for Microsoft Defender for Business no longer match the recurring billing records for Blue Mesa Care. We are validating the count and will correct the billing record before the next invoice so the service record and invoice stay aligned. Current estimated recurring impact is $198/month, pending final review.
Microsoft Defender for Business
Vendor item is not billing in the PSA
$198/mo
Confirm active service, add the PSA recurring line for 33 seats, and review whether a client billing correction is needed.
2. Summit Build Co.
Under-billed recurring quantities. Validate the seat counts, update recurring billing, and hand the prepared note to the account owner for client context.
Monthly
$101
Annual
$1,212
Owner
Account manager plus billing owner
Client note draft
During monthly billing reconciliation, we found that vendor quantities for Microsoft 365 E3 and Microsoft Teams Phone Standard no longer match the recurring billing records for Summit Build Co.. We are validating the count and will correct the billing record before the next invoice so the service record and invoice stay aligned. Current estimated recurring impact is $101/month, pending final review.
Microsoft 365 E3
Vendor quantity is higher than PSA billing
$77/mo
Validate the seat count, update PSA billing from 44 to 51, and prepare a client note before invoicing.
Microsoft Teams Phone Standard
Vendor quantity is higher than PSA billing
$24/mo
Validate the seat count, update PSA billing from 16 to 20, and prepare a client note before invoicing.
3. Northwind Dental Group
Under-billed recurring quantities. Validate the seat counts, update recurring billing, and hand the prepared note to the account owner for client context.
Monthly
$54
Annual
$648
Owner
Account manager plus billing owner
Client note draft
During monthly billing reconciliation, we found that vendor quantities for Microsoft 365 Business Premium no longer match the recurring billing records for Northwind Dental Group. We are validating the count and will correct the billing record before the next invoice so the service record and invoice stay aligned. Current estimated recurring impact is $54/month, pending final review.
Microsoft 365 Business Premium
Vendor quantity is higher than PSA billing
$54/mo
Validate the seat count, update PSA billing from 36 to 42, and prepare a client note before invoicing.
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 page is a representative audit walkthrough built from sanitized demo data so you can see the inputs, the comparison logic, and the 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