Pax8 Invoices

Pax8 Invoices & Billing

Overview

Invoices in Pax8 represent the MSP's cost for cloud subscriptions procured through the marketplace. Pax8 generates invoices on a regular billing cycle, detailing the charges for each subscription across all client companies. MSPs use invoice data to reconcile their costs against what they charge their clients, ensuring profitability and catching billing discrepancies.

Anti-triggers

• An invoice the MSP sends to a client — a Pax8 invoice is money the MSP owes, in the opposite direction to everything in the accounting and PSA plugins. Client-facing invoices are qbo-invoices, xero-invoices, autotask-billing, or halopsa-invoices. Getting the direction wrong inverts every margin calculation.
• The equivalent cost from the other CSP marketplace — use sherweb-billing.
• Comparing the two sides to find unbilled subscriptions — that is the cross-vendor reconciliation itself, not a Pax8 lookup; use shared-skills-billing-reconciliation.
• What is provisioned rather than what was charged — use pax8-subscriptions. A cancelled subscription can still appear on the current invoice, and a new one may not appear yet.

MCP Tools

Available Tools

List Invoices

Call pax8-list-invoices with optional parameters:

• Filter by status: Set status to unpaid, paid, void, carried, or nothing due
• Filter by company: Set companyId to a company UUID
• Filter by date range: Set invoiceDateRangeStart and invoiceDateRangeEnd
• Filter by specific date: Set invoiceDate
• Paginate: Set page (0-based) and size (up to 200)

Example: List unpaid invoices:

• pax8-list-invoices with status=unpaid, size=200

Example: List invoices for a company:

• pax8-list-invoices with companyId=a1b2c3d4-..., size=200

Example: List invoices in a date range:

• pax8-list-invoices with invoiceDateRangeStart=2026-01-01, invoiceDateRangeEnd=2026-01-31

Get a Single Invoice

Call pax8-get-invoice-by-uuid with the uuid parameter.

Get Usage Summaries

Call pax8-get-usage-summary with subscriptionId (required). Optionally filter by resourceGroup or companyId.

Get Detailed Usage

Call pax8-get-detailed-usage-summary with usageSummaryId (required). Optionally filter by usageDate.

Key Concepts

Billing Model

Pax8 operates as a distributor between vendors and MSPs:

Vendor (Microsoft, etc.) --> Pax8 (Distributor) --> MSP (Partner) --> End Client

• Pax8 invoices the MSP for all subscriptions across all clients
• MSP invoices each client at their own markup/margin
• Reconciliation ensures the MSP is charging clients correctly for what Pax8 bills

Invoice Structure

Invoice Statuses

Billing Reconciliation

The core MSP workflow for invoices:

1. Retrieve Pax8 invoices using pax8-list-invoices
2. Get invoice details using pax8-get-invoice-by-uuid
3. Break down by client using the companyId on invoice items
4. Compare against PSA billing to ensure clients are being charged correctly
5. Identify discrepancies where Pax8 charges do not match client billing
6. Adjust client invoices or subscription quantities as needed

Field Reference

Invoice Fields

Usage Summary Fields

Common Workflows

Monthly Billing Reconciliation

1. Call pax8-list-invoices with invoiceDateRangeStart and invoiceDateRangeEnd for the current month
2. For each invoice, call pax8-get-invoice-by-uuid to get full details
3. Group charges by company using the companyId field
4. For each company, look up the company name using pax8-get-company-by-uuid
5. Compare Pax8 charges against what you bill each client in your PSA

Cost-per-Client Report

1. Call pax8-list-invoices with sort by date to get the most recent invoice
2. Get the invoice details with pax8-get-invoice-by-uuid
3. Break down the invoice by company and product
4. Calculate per-client totals for reporting

Margin Analysis

1. Get invoice details to see what Pax8 charges you (your cost)
2. For each product on the invoice, call pax8-get-product-pricing-by-uuid to get the suggestedRetailPrice
3. Calculate margin: (suggestedRetailPrice - partnerBuyPrice) / suggestedRetailPrice * 100
4. Identify products or clients where margins are thin

Invoice Trend Analysis

1. Call pax8-list-invoices with a wide date range (e.g., last 6 months)
2. Group invoices by month using the invoiceDate field
3. Calculate monthly totals to identify spending trends
4. Flag months with significant increases for investigation

Unpaid Invoice Alert

1. Call pax8-list-invoices with status=unpaid
2. Check the dueDate on each invoice to identify overdue payments
3. Calculate total unpaid balance across all invoices
4. Prioritize invoices by balance and overdue status

Usage Analysis for Consumption Products

For usage-based products like Azure:

1. Find the subscription using pax8-list-subscriptions with companyId and productId
2. Call pax8-get-usage-summary with the subscriptionId
3. Review usage by resource group to identify cost drivers
4. For detailed breakdown, call pax8-get-detailed-usage-summary with the usageSummaryId

Response Examples

Invoice:

{
  "id": "i1n2v3o4-i5c6-7890-abcd-ef1234567890",
  "invoiceDate": "2026-02-01",
  "dueDate": "2026-03-03",
  "status": "Unpaid",
  "total": 4527.50,
  "balance": 4527.50,
  "currency": "USD",
  "partnerName": "Acme MSP"
}

Error Handling

Common Errors

Best Practices

1. Reconcile monthly - Compare Pax8 invoices to client billing every billing cycle
2. Break down by client - Use companyId to attribute costs per company
3. Track margins - Compare partner buy price to what you charge clients
4. Monitor trends - Track month-over-month billing changes
5. Watch for prorated charges - Mid-cycle subscription changes create prorated line items
6. Usage-based products - Azure and similar products have variable billing; monitor usage summaries regularly
7. Use date range filters - Filter by invoiceDateRangeStart/invoiceDateRangeEnd to scope queries
8. Automate alerts - Set up notifications for unpaid invoices using status=unpaid filter
9. Cross-reference with PSA - Match Pax8 invoice data to PSA agreement line items

Related Skills

• Pax8 API Patterns - MCP tools reference and connection info
• Pax8 Subscriptions - Subscription details for invoice items
• Pax8 Companies - Company attribution for billing
• Pax8 Products - Product pricing for margin analysis
• Pax8 Orders - Order-to-invoice tracking