IT managed services · Finance
Monthly license reconciliation
Bill each client for what they really use, every month, without unbilled new users or paid licenses for people who left. An AI agent lists the differences, the client confirms leavers through a shared link, and every invoice change is approved before the invoice goes out.
- Duration: 3 to 5 working days before invoicing
- How often: Every month, for each client
- Steps: 7 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
New users are added during the month and never reach the invoice.
Licenses for people who left stay active and keep costing the client.
Invoice corrections are made by whoever notices, with no record of why.
Someone compares portal exports with invoices by hand, line by line.
With it
Every month, the counts are compared with what was billed before invoicing.
The client confirms leavers every month, and their accounts and licenses are removed.
The finance manager approves each change, and the reason is on the run.
An AI agent lists the differences, and the billing administrator checks them.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
The monthly billing date for the client comes up. The billing administrator starts a run with the client and last month's billed counts.
- 1
Collect this month's counts
Hidden from the shared linkDay 1Billing administrator · Team
Record what the client was billed last month, and this month's users, devices and licenses from the directory, the RMM tool and each vendor portal.
Checklist
- User count taken from the directory
- Device count taken from the RMM tool
- License counts taken from each vendor portal
Fields to fill in
- Client name (required)
- Users and devices billed last month (required)
- Users and devices found this month (required)
- Licenses by product (required)
- 2
Compare the counts with the billing
Day 1Reconciliation checker · AI agent
The reconciliation checker compares the counts with what was billed and lists every difference: unbilled users, unused licenses and devices without your agent, with a proposed invoice change for each.
Fields to fill in
- Differences found (required)
- Proposed invoice changes (required)
Checked by: The billing administrator checks each difference in step 3.
- 3
Check the differences
Hidden from the shared linkDay 2Billing administrator · Team
Trace each difference to a user, device or license, correct the proposed changes, and email the client contact the accounts that may belong to leavers together with the shared link.
Checklist
- Each difference traced
- Proposed changes corrected
- Possible leavers listed for the client
- Shared link sent to the client contact
Fields to fill in
- Accounts to confirm with the client (required)
- 4
Confirm leavers and licenses
Days 2 to 4Client contact · Shared link
The client checks the list of accounts the billing administrator emailed and, through the shared link, confirms who has left, who is new, and which licenses they no longer need.
Checklist
- Leavers checked with HR
- License changes agreed with the budget holder
Fields to fill in
- People who have left (required)
- New people not yet requested
- Licenses to remove
- 5
Approve the changes
Hidden from the shared linkDay 4Finance manager · Team
Check the corrected changes and the client's answers, and approve the invoice changes and the account and license removals.
Checklist
- Every change traced to a count
- Removals match what the client confirmed
- Credits and back-billing agreed with the account manager
Approval: The account changes and the invoice stay locked until the finance manager approves the changes.
- 6
Remove leavers and unused licenses
Day 5Service desk technician · Team
Disable the accounts of the leavers the client confirmed, handle their mailbox and files as the client's leaver process says, and remove the approved licenses.
Checklist
- Leavers' accounts disabled
- Mailbox and files handled as agreed
- Approved licenses removed
Fields to fill in
- Ticket number (required)
- 7
Send the invoice
Day 5Billing administrator · Team
Issue the invoice with the approved changes and record what next month's run starts from.
Checklist
- Invoice matches the approved changes
- New counts saved for next month
Fields to fill in
- Invoice number (required)
- Invoice sent on (required)
Done when
The invoice matches the users, devices and licenses the client really has, leavers' accounts and unused licenses are removed, and every change is approved on the record.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Reconciliation checker
Compares this month's counts with what the client was billed and proposes the invoice changes.
What it does
- Reads the billed counts and this month's counts recorded on the run
- Lists unbilled users, unused licenses and devices without your agent
- Records the differences and proposed invoice changes in its step
- Completes its step, so the billing administrator can check it
Checked by: The billing administrator checks each difference in step 3.
Questions this template answers
Compare what you bill with the users, devices and licenses that really exist, every month before invoicing. Step 1 records both sets of counts, and step 2 lists every difference for the billing administrator to check.
Take the license count from each vendor portal and match it to the client's invoice line by line. In step 2 the reconciliation checker compares them, and step 5 approves each invoice change before the invoice goes out.
Ask the client every month to confirm who has left, instead of waiting for them to remember. In step 4 the client contact confirms leavers and unneeded licenses through the shared link, and step 6 disables those accounts.
Let AI do the comparison and keep the decision with your billing team. In step 2 the reconciliation checker lists the differences and the proposed invoice changes, and in step 3 the billing administrator checks each one.
Put a finance approval between the reconciliation and the invoice. Step 5 is an approval gate: the account changes and the invoice stay locked until the finance manager approves the changes.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.