BillingReconcileGuide
Reconcile a Client
This guide walks through a practical client reconciliation workflow in BillingReconcile. It is meant to help your team move from fresh synced data to a clear understanding of billing discrepancies and what to do next.
Before you begin
- Make sure the relevant integrations are connected and healthy.
- Confirm your latest sync has completed successfully.
- Review client mapping before trusting discrepancy results.
- Make sure service mapping rules are in place for the billing items you expect to compare.
Step 1 · Confirm integrations are synced
Start by making sure the integrations relevant to the client are healthy and recently synced. If data is stale or a sync failed, later results may be misleading.
Review Integrations StatusStep 2 · Review client mapping
Check that the integration-side client is correctly linked to the right PSA-side client. If the client is unmapped or mapped incorrectly, fix that first before spending time investigating discrepancies.
Pay special attention to AI-suggested matches and confirm they are accurate for the organization you are reviewing.
Review Client MappingStep 3 · Validate service mapping
Confirm that the PSA services or billing items for this client are being compared against the right usage source. If service mapping is incomplete or too broad, the discrepancy view may not reflect your intended billing model.
Review Service ManagementStep 4 · Open Billing & Invoices
Once setup looks sound, move into Billing & Invoices and locate the client in the reconciled invoices table. Review the seat count, service count, discrepancy count, discrepancy amount, and billing cycle information.
If you are triaging a busy workspace, start with the clients that show the highest absolute discrepancy amount.
Open Billing & InvoicesStep 5 · Review the discrepancy breakdown
Open the client detail view to inspect how the result was calculated. Look at which billing services were mapped to which integrations, the invoiced quantity, the system count, the unit rate, and the estimated or calculated values behind the discrepancy.
Use the integrations, seats, and services tabs to confirm whether the issue is caused by sync freshness, client mapping, service mapping, or a real billing gap.
Step 6 · Take action
Once you understand the issue, decide what follow-up is appropriate. Some discrepancies are setup-related and should be fixed through mapping. Others point to real billing gaps and may require an adjustment or PSA follow-up workflow.
A good result looks like this
By the end of a client reconciliation review, your team should understand whether the discrepancy is caused by stale data, mapping setup, or a real billing issue. That clarity is what makes the next action meaningful instead of reactive.