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How do I Reconcile Service Bundles?

This article contains an example of how Reconcile™ billing module works to reconcile Service Bundles.

Service Bundles

  1. Why You Itemize the Components
  2. The Counts Rarely Match
  3. How to Structure the Contract
  4. Set Up Bundles in Your PSA

Why You Itemize the Components

A service bundle sells several services at one collective price. A per-user bundle might cover the Microsoft 365 license, MFA, endpoint AV, and security awareness training, and the client sees one line and one price per user.

That single price is a sales decision. It doesn't have to be how you track the bundle internally, and it shouldn't be.

If the bundle is one line item on the contract, you know what you charged. You have no idea what it cost you to deliver. That gap matters because MSP margins are thin. The difference between an account that carries its weight and one you're quietly subsidizing is small, and you can't find those dollars when all products are buried in one line.

Break the components out as their own line items and each one carries its own quantity. This lets you report COGS per customer instead of leaving you to estimate it.

The Counts Rarely Match

A 50 user client on a per-user bundle, showing what the vendors actually report:

Component Reported quantity
Microsoft 365 Business Premium 50
MFA 45
Workstation AV 59
Security awareness training 35

The goal is 50 across the board. In the real world that's the exception and not the norm:

  • Some components count devices, not users. AV sits at 59 because plenty of users have two machines.
  • Some users are excluded by design. Shared mailboxes, service accounts and break-glass accounts don't need an MFA license or a training seat.
  • Onboarding and offboarding land at different times with different vendors. A user removed from the tenant Monday can stay active in the training platform another cycle.
  • Components get sold and never fully deployed.

A single line item shows 50. Your margin math is built on multiple products, and both ways cost you when they don't line up:

  • An over-count affects your margin. You're paying for 9 AV seats the bundle price never accounted for.
  • An under-count is a service gap. Fifteen users are paying for training they aren't enrolled in.

How to Structure the Contract

  1. Pick the head of the bundle, meaning the component every user must have to count as a user. Usually that's the Microsoft 365 license, such as Business Premium. This line item becomes the parent and its quantity is your bundle quantity.
  2. Add every component service to the same contract as its own line item with it's real cost, but no price.
  3. Map each line item to the vendor service that reports its real quantity. The parent maps to the vendor service that defines a user, and each component maps to its own vendor.

The parent carries the price the client pays. How the components appear on the client-facing invoice is a PSA setting, covered in the guides below.

Note Reconcile treats every active line item as its own service and reconciles on quantity, not cost or price. Itemizing the bundle turns one service card into four, so you review AV at 59 and training at 35 instead of watching a single number that hides both.

Set Up Bundles in Your PSA

Each PSA builds bundles differently. Follow the guide for yours: