The invoice reconciliation challenge

MSPs managing Microsoft licenses through Pax8 face a recurring reconciliation problem. While Pax8 generates invoices for the licenses, MSPs typically use their PSA to invoice customers. Prorated charges create non-standard values like $14.67 or $23.42, which may not accurately transfer to PSA systems. This mismatch requires manual, line-by-line comparison of Pax8 and PSA invoices—a time-consuming process across potentially hundreds of monthly line items.

Manual reconciliation creates significant challenges for MSPs. Billing errors lead to overcharges or undercharges that erode customer trust. Days spent monthly on reconciliation divert capacity from strategic, growth-focused work. The manual process is inherently error-prone—human review of repetitive data will inevitably miss discrepancies.

Build automation using Bumblebee in 1 hour

One Bumblebee customer spent five days monthly reconciling Pax8 invoices with their PSA system. Prorated Microsoft license charges created dozens of non-standard values requiring manual verification. They automated this workflow with Bumblebee in just one hour. See Bumblebee workflow in action:

The workflow now:

• Pulls invoice data from both Pax8 and their PSA

• Intelligently matches line items, accounting for prorated amounts

• Flags discrepancies for review

• Processes the entire month's reconciliation automatically

The result? Five days of manual labor reduced to automated background processing, with only genuine exceptions requiring human attention.

Why automation builds customer trust

Accurate billing isn't just about operational efficiency—it's a trust signal to customers. When invoices are precise and consistent month after month, clients notice. They're not questioning charges or asking for explanations. Instead, they're experiencing the reliable, professional service they're paying for.

Automation eliminates the "oops, we'll credit that next month" conversations that damage credibility, no matter how well-intentioned the team is.