Reconciliation
Navigation: Sidebar → Reconciliation
The Reconciliation page compares actual device counts (from your RMM) against licensed quantities (from Pax8) for each client. This is how you find billing gaps — clients using more than they're paying for, or paying for more than they're using.
Summary Cards
Three color-coded cards show the overall licensing status:
| Card | Color | Meaning |
|---|---|---|
| Under-licensed | Red | Clients with more devices than licenses — you're leaving money on the table |
| Over-licensed | Yellow | Clients paying for more licenses than they have devices — potential for adjustment |
| Properly licensed | Green | Device count matches license count — everything lines up |
Client Comparison Table
The main table shows each client with:
| Column | Description |
|---|---|
| Client | Client name |
| Devices | Actual device count from your RMM |
| Licenses | Licensed quantity from Pax8 subscriptions |
| Variance | Difference (positive = under-licensed, negative = over-licensed) |
| Status | Matched, Under-licensed, or Over-licensed |
Taking a Snapshot
Click Take Snapshot in the top-right to capture current device counts:
- Click Take Snapshot
- BillingOne counts devices per client from your RMM data
- Compares them to Pax8 subscription quantities
- Results appear in the comparison table
Tip: Take snapshots at the same time each month for consistent billing reconciliation.
Exporting Data
Click Export Report to download the reconciliation data as a CSV file. Use this for:
- Internal billing reviews
- Client billing adjustments
- Audit documentation
Understanding Variance
Positive Variance (Under-licensed)
The client has more devices than licenses. This means:
- You're managing devices that aren't being billed for
- Action: Increase the client's subscription quantity or bill for additional devices
Negative Variance (Over-licensed)
The client has fewer devices than licenses. This means:
- They're paying for licenses they're not using
- Action: Reduce the subscription quantity to save the client money (and maintain trust)
Zero Variance (Matched)
Device count equals license count — billing is aligned.
Tips
- Run reconciliation monthly — Make it part of your billing cycle
- Address under-licensing first — This is lost revenue
- Communicate over-licensing to clients — Proactively reducing their costs builds trust
- Export before making changes — Keep a record of the state before adjustments
- Sync both Pax8 and RMM data first — Ensure counts are current before taking a snapshot