Pax8 Billing Reconciliation App

The Pax8 Billing Reconciliation App simplifies your MSP's billing process, ensuring accurate invoicing and improved financial management. This tool eliminates the manual work of checking invoices against actual usage and costs, making sure that what you are billed for matches what you've consumed.

Why should you use the Pax8 Billing Reconciliation app? 

Here are some benefits of using the app.

• Minimized errors and billing discrepancies
  This app automatically compares customer invoices with the actual service usage or contracts, reducing human errors and ensuring MSPs bill clients accurately.
• Reduced manual work, simplified billing process
  Because the reconciliation of multiple billing systems is automatic, the time and effort required for matching charges with actual service usage is significantly reduced. 
• Uninterrupted service for clients 
  Dashboards proactively identify expiring subscriptions and bots can be set up to flag these accounts, ensuring uninterrupted service for your clients.  
• Enhanced billing control and resource allocation 
  Pax8 and PSA billing are compared and reconciled with accuracy for better billing control, and the license count is also assessed per customer to ensure proper resource allocation. 

Prerequisites 

The following must be successfully connected with MSPbots before you start using the Pax8 Billing Reconciliation app: 

• Pax8 
• ConnectWise Manage or Autotask  

Required permissions

• To access the Pax8 Billing Reconciliation app, you need to have the Admin or User role.
• To access the Pax 8 Billing Reconciliation Settings page, you need to have Admin or Financial role.
• To access the Billing Comparison widget in the Pax8 Billing Reconciliation dashboard, you need to have the Admin or Financial role.

What is the Pax8 Billing Reconciliation dashboard?

The Pax8 Billing Reconciliation dashboard compares your billing records and license purchases in Pax8 to your PSA records. 

Licenses section

The Licenses section lists the active Pax8 product subscriptions along with their quantities, the corresponding quantities or units from the associated PSA products or services for the current month, and the variance between the two.

The Product Subscription Quantity Variances widget highlights the companies with discrepancies in the license count as shown in the Difference column where the value is calculated as Pax8 Subscribed Licenses less PSA Quantity/Units. 

Active Pax8 Subscription List section 

This section highlights the difference in the subscription license count per company as shown in the Difference column for the License Comparison widget. The difference is calculated as Pax8 Subscribed Licenses less PSA Quantity/Units. 

Billing section 

The Billing section shows the Pax8 products with the corresponding total cost and total price as listed in the monthly invoice. It also displays the extended cost and price from the associated PSA products or billing items, the price difference between Pax8 and PSA, and the profit margin.

Price Difference is calculated as Pax8 Price less PSA Price. On the other hand, Product Margin is calculated as Pax8 Cost less PSA Price. 

A Month slicer allows you to customize the data displayed in the widgets according to month. 

Subscriptions section

The Subscriptions section shows the number of subscriptions expiring in 15, 30, and 90 days, excluding those with "Monthly" and "Trial" billing terms. The widgets proactively identify expiring subscriptions to ensure uninterrupted service for your clients. You can click each widget to view the companies under each category. 

How to set up the Pax8 Billing Reconciliation App

1. Connect your software to MSPbots. 

   Click your software below to view the setup instructions.

   • • Pax8
     • ConnectWise Manage
     • Autotask 
       
       

2. Map the Pax8 companies to the corresponding company in your PSA.

   1. Scroll down to the Pax8 Company Mapping section and click the Unmapped Pax8 Companies widget to identify the companies for mapping. 
      
      
      
      
   2. Then navigate to Lab > Automated Client Mapping. 
      
      
      
      
   3. Associate the unmapped companies from your primary integration to the corresponding company names in your other integrations. Read the article on Automated Client Mapping for instructions. 
      
      

3. Map the Pax8 products to the corresponding product in your PSA.

   1. Navigate to Settings and select Pax8 Billing Reconciliation Settings. 
      
      
      
      

   2. Go to the Pax8 Product Mapping section and click the Unmapped Pax8 Products widget to identify the subscriptions for mapping. 
      
      
      
      

   3. Next, go to the Pax8 - PSA Product Mapping Form widget and click New. 
      
      
      
      

   4. In the Pax8 - PSA Product Mapping window, select the subscription for mapping from the Name dropdown list. Your selection will automatically fill the fields ID, SKU, and Description. 
      
      
      
      
   5. Click the +Add button in the PSA Product/Service area on the right. 
      
      
      
      
   6. Then select the product name in your PSA from the Name dropdown menu. This will autofill the ID, Description, and Customer/Invoice Description fields with corresponding information.  
      
      
      
      
   7. Click Confirm to save the mapping. Repeat Step 2 for every subscription that needs mapping. 
      
      

4. Exclude products and companies from the reports. 

   You can make exclusions to the reports by going to the Pax8 Product and Company Exclusion section and selecting the products and companies from the dropdown lists. 
   
   
   
   

5. Click Submit when done configuring the settings. 
    

6. Validate the data in the dashboard. 

   1. Go to Dashboards > Pax8 Billing Reconciliation. 
      
      
      
   2. Verify if the data in the widgets are correct and working as expected. If not, repeat Steps 2 and 3.