MSP / IT Services / Billing · Confidential (MSP / IT services)
Multi-source billing & invoice automation
Billing aggregation from Pax8, NinjaOne, and Jira that calculates charges, detects discrepancies, and generates invoices into QuickBooks or Xero — without spreadsheet month-ends.
- Timeline
- Production automation
- Status
- Live
- Category
- automation
- Industry
- MSP / IT Services / Billing
<30 min
Billing prep
Down from 3–5 days monthly
−98%+
Excel errors
Manual double-entry eliminated
Context
Billing data lived across distributor feeds, device inventories, and Jira time tracking — causing delays and revenue leakage.
The platform automates collection, calculation, validation, invoicing, and reconciliation.
Channels & stack
- AI Agents & Automation
- n8n
- NinjaOne API
- Jira API
- QuickBooks Online
- Xero
- PostgreSQL
- MS Teams / Slack
Challenge
Multi-system billing reconciliation
Spreadsheet errors and delayed invoices
Client-specific pricing and markups
Goals
- 01
Aggregate Pax8, NinjaOne, and Jira automatically
- 02
Detect discrepancies before invoicing
- 03
Push invoices to accounting tools
Delivery sequence
How the engagement ran.
Phase 01
Delivery
Aggregation & rules
Ingestion, client pricing rules, and validation.
Work
- Email/CSV Pax8 processing
- Device and time billing
- Discrepancy alerts
Deliverables
- Billing engine
- Invoice automation
- Audit trails
Architecture
- 01
Multi-source billing aggregation
- 02
Client-specific pricing, markups, and taxes
- 03
Discrepancy detection and alerts
- 04
QuickBooks/Xero invoice delivery
- 05
Revenue reporting and audit trails
Outcome
Monthly billing prep cut from days to under 30 minutes
98%+ fewer Excel errors
Improved revenue capture across hundreds of clients
Lessons
- 01
Centralized client mapping unlocks multi-source billing
- 02
Validation alerts prevent silent revenue leakage
- 03
Audit trails build finance team trust