Revenue leakage in a managed service provider is recurring revenue that was earned but never invoiced, or invoiced at the wrong amount. It rarely comes from one big mistake. It comes from dozens of small differences between the contract, the tools that deliver the service and the invoice.
01Why leakage happens
Your PSA holds the agreement. Your RMM knows which devices are managed. Your distributor knows which licences were bought. Your accounting system holds what was invoiced. Each system is correct about its own piece, and nobody compares them every month.
Leakage grows with the portfolio. Every onboarding, offboarding, price change and licence adjustment is a chance for the numbers to drift apart.
02Eight places recurring revenue hides
- Devices delivered but not billed. The RMM shows 37 managed devices, the agreement covers 34.
- Old prices. The agreement was updated, the recurring invoice line was not.
- Licences billed short. The tenant has 15 seats, the invoice bills 12.
- Retired devices still billed. This is the opposite leak, overbilling, and it creates client risk.
- Vendor cost increases. The supplier raised the price, the client price stayed.
- Out-of-scope work. Support hours exceed what the agreement assumed.
- Services that stopped running. A backup or endpoint agent failed, so the promised service is not delivered.
- Expired or forgotten renewals. Terms lapse and the old price continues without review.
Billing & Reconciliation in Revtein
Revtein lines up contracted, delivered and invoiced quantities for every client, service and period, and walks your team through each difference until the source shows it is…
See how it works
HaloPSAContracted34
NinjaOneDelivered37
XeroInvoiced3403How to check each one
| Leak | Compare |
|---|---|
| Delivered, not billed | RMM device count against agreement quantity and invoice line |
| Old prices | Agreement price against invoice line price |
| Licences billed short | Tenant licences and distributor subscriptions against invoice |
| Vendor increases | Supplier bill per unit against your client price |
| Service not delivered | Backup and security status against the agreement |
Do this per client, per service, once a month, before invoices go out. A spreadsheet works for a handful of clients. It breaks down as the portfolio grows.
04Not every difference is a recovery
05Finish the loop
Finding leakage is half the work. The other half is deciding the right treatment, applying the correction in the right system and checking that it held. Without that last step, the same gap returns next month.
That is the loop Revtein is built around: find, prove, decide, correct, verify and remember. See how it applies to billing reconciliation and service assurance.
