An overview of prerequisites for utilizing our reconciliation tools
It's vital to understand that the purpose of the Gradient Billing Module is to facilitate billing reconciliation, ensuring alignment between vendor usage and the recurring services within your PSA. These services encompass a wide range, including but not limited to subscriptions, seats, endpoints, agents, users, licenses, mailboxes, service bundles, service packages, cost of goods sold (COGS), and other managed service offerings.
Minimum Requirements
- Manage Recurring Services and Contracts within Your PSA
- Associate Recurring Services with Contracts
- Total Cost and Price Calculations
- Bill in Advance (Recommended)
Manage Recurring Services and Contracts within Your PSA
Effective integration with the Reconcile™ billing module requires that all recurring services and contracts are managed within your PSA. This step forms the foundation for accurate billing and usage tracking. It's important to keep in mind that this tool exclusively serves billing reconciliation and constitutes an integral component of the billing process. The choice of invoicing through your PSA or a third-party application does not matter.
Associate Recurring Services with Contracts
For Reconcile™ to generate service cards and synchronize usage data, a service must be linked to at least one contract within the PSA. This association guarantees accurate representation of "in-use" services and usage.
Note: This is designed to prevent unnecessary data transfer and API limitations. If you come across instances where services may seem to be missing, consider verifying their contract association within the PSA.
Active Agreements and Services
Both recurring services and contracts must be in an active status for synchronization. Inactive contracts and services will not be synced, ensuring that only relevant and currently active data is taken into account.
Note: The Reconcile™ billing module displays recurring services within the current billing cycle. Services within the current cycle will be shown, regardless of their billing cycles (such as monthly, quarterly, semi-annually, and annually), ensuring real-time visibility into both usage and billing patterns.
Advanced Billing and Other Billing Methodologies
We are optimized to cater to MSPs who prefer advanced billing. However, we are equally equipped to support MSPs employing various billing methodologies, such as billing in arrears, mid-month billing, billing one month in advance, or any other billing approach you may utilize. Regardless of your preferred method, our platform is adaptable to support your needs.
By default, any usage approvals made in the current billing cycle will still take effect on the first day of the subsequent month. For instance, if today's date is January 1st and you authorize a change, it will become effective on February 1st.
Note: This example specifically relates to the default procedure for approving updates for Autotask PSA users. By default, we will adjust the existing contract line item to take effect on the first day of the subsequent month.
To ensure precision, we recommend conducting your billing reconciliation towards the end of the month and issuing your invoices on the first day of the following month. This practice guarantees the accuracy of data on your invoices across various billing methodologies.