Billing reconciliation for MSPs
Find the seats you pay for but don’t bill.
Compare vendor invoices with PSA agreements, flag billing gaps, and review the evidence before making corrections.
Founders Circle · Help shape Toolraft · Pricing TBD
Harbor Dental / June review
Follow the billing gap.
Trace a paid license into its agreement bundle, then preview the impact of a correction.
- Vendor cost / month
- $1,554
- Agreement / month
- $2,618
- Potential billing gap
- $256/mo
Select the exception to inspect its parent agreement and child line items.
Source evidence
Distributors → invoice lines
| Invoice line | Qty | Unit cost | Total |
|---|---|---|---|
| M365 Business Premium | 42 | $22 | $924 |
| Endpoint protection | 42 | $9 | $378 |
| Cloud backup | 42 | $6 | $252 |
| Vendor total | $1,554 | ||
Sample unit costs, not vendor pricing. Other distributor connections are roadmap concepts.
Usage evidence
Toolsets & entitlements
Assigned seats explain usage. Agreement coverage determines what is included in client billing.
- Microsoft 36542 paid / 42 assigned / 34 covered8-seat coverage gap
- Endpoint protection42 paid / 42 assigned / 42 coveredMatched
- Cloud backup42 paid / 42 assigned / 42 coveredMatched
Harbor Dental / agreement AGR-1042
One bundle. Every entitlement.
Parent agreementManaged Workplace$2,618/mo
Child line items · included in the parent total
The bundle total is the sum of its children, not an extra charge. This sample uses per-seat lines plus fixed support; coverage rules vary by contract.
Show evidence for the 8-seat gap
Ingram line 01: 42 paid seats. Toolset: 42 assigned seats. AGR-1042 / M365: 34 covered seats. Difference: 8 × $32 = $256/month of potential additional billing, subject to agreement review.
Accounting check / illustrative scenario
From reconciliation to cash timing.
| Cash movement | Jul | Aug | Sep |
|---|---|---|---|
| Client receipts | $2,618 | $2,618 | $2,618 |
| Vendor payments | $1,554 | $1,554 | $1,554 |
| Net movement | $1,064 | $1,064 | $1,064 |
| Closing cash | $6,064 | $7,128 | $8,192 |
Baseline: $1,064 monthly cash contribution before other expenses.
Forecast assumptions
Opening cash: $5,000. Baseline billing: $2,618/month. Vendor payments: $1,554/month, paid in the same month. The correction starts in July. With following-month collection, July receives the June baseline invoice; corrected receipts start in August. Excludes payroll, tax, other expenses, bad debt, and other clients. This is a sample cash scenario, not profit or a live forecast.
Underbilled seatsPaid licenses missing from agreements.
Unassigned chargesVendor costs without a clear client.
Stale licensesCosts continuing after offboarding.
How it works
From invoice to a decision
your team can trust.
- 01
Bring the evidence
Start with a distributor invoice and PSA agreement data. The first review can begin with files.
- 02
Find the gaps
Compare paid quantities with billed quantities and trace exceptions to the client and source records.
- 03
Review the action
See the evidence behind each finding. Your team decides which corrections to make.
The Toolraft Founders Circle
Help build the next chapter of MSP reconciliation.
For MSP owners, finance teams, and operations leads who spend too much time matching vendor costs to client billing.
Bring your reconciliation challenges. Help shape which exceptions matter and what evidence your team needs to act.
Founders Circle
Pricing TBD
Help shape Toolraft around the way your MSP reconciles billing.
- Bring real reconciliation challenges into product feedback.
- Help prioritize agreement bundles and line-item entitlements.
- Explore early workflows as access becomes available.
Apply to express interest. We’ll discuss fit, access, participation, and pricing before you decide to join. No payment is collected here.
See planned data sources
- Pax8Planned
- TD SYNNEXPlanned
- SherwebPlanned
- Microsoft 365Planned
- DattoPlanned
- SentinelOnePlanned
- HuntressPlanned
- NinjaOnePlanned
- AcronisPlanned
PSA, RMM, and accounting support will develop by stage. These are roadmap items, not claims of live integrations or partnerships.
Apply to Founders Circle
A better billing review starts here.
Tell us where to reach you. We’ll follow up about Founders Circle fit, your billing stack, and what you’d like to help shape.
No invoice uploads or account connections needed to apply.
Questions? Email hello@toolraft.comYour application is in.
Your Founders Circle application has been received. We’ll reach out at your work email to discuss fit, participation, and pricing when available.
No files or account connections are needed now. Scope, data requirements, and participation details come next.
Questions? Contact hello@toolraft.com- Founders Circle pricing is TBD.
- Initial focus: Ingram Micro invoice reconciliation.
- Your team approves billing changes.