Paid seats missing from agreements
Licenses get added at the vendor, but the PSA agreement never picks up the billable quantity.
MSP billing attribution - early design partners
Reconcile vendor spend before it leaks MSP margin.
Toolraft helps MSPs match vendor and distributor charges to the right client, device, user, service, and PSA agreement. Find underbilling, orphaned charges, stale licenses, and agreement drift before finance closes the month.
Not a PSANot an RMMRecommend-only review
Illustrative reconciliation reviewJune billing
Ingram invoicePSA agreementsRMM countsAccounting check
Charge attribution queueReview required
M365-BP-STD
UnderbilledACRONIS-CB-1TB
OrphanedSENTINEL1-CORE
Stale costVendor quantity42
Agreement quantity34
Reviewer actionApprove correction
Every exception links back to the source row and agreement evidence.Review and approve
Distributor invoice rows
PSA agreement additions
RMM device and user counts
Vendor portal exports
Accounting close context
The billing problem
Your systems each know part of the truth. None of them reconcile the whole bill.
MSP billing breaks in the messy middle: distributor invoices, vendor portals, PSA agreements, RMM counts, and accounting records all speak different languages. Toolraft is being built to turn that mess into a reviewed exception queue.
Charges with no owner
Distributor and vendor rows arrive with weak client hints, stale names, or no clean PSA match.
Offboarding leakage
Users, devices, and services stop being billable while vendor cost keeps running in the background.
PSA / RMM / vendor / accounting flow
Build one attribution layer across the billing stack.
Toolraft does not need to become another system of record. It needs to show which charge belongs to which client, what agreement should cover it, and what needs human review.
Vendor and distributor spend
Invoice rows, SKUs, quantities, terms, and monthly cost.
RMM, identity, and service counts
Devices, users, seats, services, and ownership hints.
PSA agreements
Agreement additions, billable quantities, client records, and prices.
Toolraft exception queue
Underbilling, orphaned charges, stale licenses, and margin drift.
The attribution layer
Match every charge to the client, user, device, service, or exception queue.
Finance gets the billing exceptions. Operations gets the ownership trail. Leadership gets a cleaner view of where vendor spend and client billing drift apart.
Vendor and distributor invoices
Costs, SKUs, terms, billing periods, and raw line items.
PSA agreements
Client contracts, agreement additions, quantities, products, and prices.
RMM and identity counts
Devices, users, seats, and services that explain who owns the charge.
Accounting context
Revenue, invoices, and margin checks that show what changed before close.
What Toolraft catches
Every mismatch should be specific enough to review.
The goal is not another dashboard full of vague charts. The goal is a work queue that tells your team what changed, why it matters, and what evidence supports the correction.
- Missing PSA addition
- Vendor charge, no mapped client
- Client billed, no vendor cost
- Quantity mismatch
- Cost up, price unchanged
- Margin below threshold
- Inactive client still costing
- Duplicate vendor charge
- Unknown SKU
- Unmapped customer
Illustrative exception types. Final workflows are shaped with design partners.
Who this is for
Built for the people cleaning up billing chaos.
MSP owners
Want margin leakage visible before it becomes another quiet monthly loss.
Finance leads
Need a clean exception list before invoicing, close, or agreement review.
Operations leads
Need to see where onboarding, offboarding, and service changes broke billing.
Procurement and licensing admins
Need vendor charges tied back to clients, seats, devices, and services.
How it works
From invoice row to approved billing action.
- 01
Bring in the billing evidence
Start with monthly invoices, distributor exports, PSA agreement data, and usage counts. The first pass can be file-led while integrations mature.
- 02
Normalize ownership
Map vendor rows to PSA products, clients, users, devices, and services so every charge has a likely owner or a clear exception.
- 03
Compare cost to contract
Compare vendor cost and usage context against agreement additions, billable quantities, prices, and coverage before billing is finalized.
- 04
Approve the action
Every mismatch lands in a queue with supporting evidence and a recommended next step. Your reviewer approves; Toolraft does not silently change billing.
Clear boundaries
What Toolraft is - and what it is not.
Toolraft is
- A reconciliation layer over vendor bills and PSA agreements
- A margin-leakage detector with an exception queue
- A recommend-only tool where your team approves changes
- An immutable audit trail of every finding and decision
Toolraft is not
- A replacement for your PSA, RMM, or accounting system
- An automatic writeback engine that edits billing for you
- A payment processor or invoicing platform
- An AI black box where findings cannot be traced
Your whole stack
Designed for the vendors and systems MSPs actually reconcile
V1 starts with Ingram Micro invoice reconciliation. From there, Toolraft is designed to normalize PSA, RMM, accounting, distributor, and tool-vendor data where cost and licensing quietly drift out of sync.
Distributors
- Ingram MicroV1
- Pax8
- TD SYNNEX
- Sherweb
Security, backup & RMM
- Microsoft 365
- Datto
- SentinelOne
- Huntress
- NinjaOne
- Acronis
Roadmap shown — not all integrations are live yet. All product names and logos are trademarks of their respective owners; listing here does not imply partnership or endorsement.
FAQ
Trust comes from clear scope.
Toolraft is early. The site should be equally clear about what is being built, what is not being claimed, and how design partners can shape the first workflow.
Is Toolraft replacing our PSA, RMM, or accounting system?
No. Toolraft is intended to sit between those systems as an attribution and reconciliation layer. The PSA, RMM, vendor portals, distributors, and accounting tools remain the systems of record.
Are all listed integrations live today?
No. The current V1 focus is Ingram Micro invoice reconciliation, with PSA, RMM, accounting, and vendor data support handled carefully by stage. Roadmap vendors are shown as roadmap context, not shipped partnerships.
Will Toolraft automatically change client invoices?
No. The early product direction is recommend-only: flag the exception, show the evidence, estimate the impact, and let your team approve the action.
What data is needed for a useful first review?
A monthly vendor or distributor invoice, agreement data from the PSA, and any client, user, or device hints that help attribute charges. The design partner process helps determine the cleanest starting workflow.
Design partner access
Help shape the reconciliation workflow MSPs actually need.
We are looking for MSPs with painful vendor billing reconciliation, especially teams dealing with distributor invoices, PSA agreement drift, license attribution, and manual spreadsheet review.
No cost to join the listNo automatic billing changesPilot availability by fit