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.

MCP Tools

Available Tools

| Tool | Description | Key Parameters | |------|-------------|----------------| | pax8-list-invoices | List and filter invoices | page, size, sort, status (unpaid/paid/void/carried/nothing due), invoiceDate, invoiceDateRangeStart, invoiceDateRangeEnd, dueDate, total, balance, carriedBalance, companyId | | pax8-get-invoice-by-uuid | Get a single invoice | uuid (required) | | pax8-get-usage-summary | Get usage summary for a subscription | subscriptionId (required), page, size, sort, resourceGroup, companyId | | pax8-get-detailed-usage-summary | Get detailed usage data | usageSummaryId (required), usageDate, page, size |

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

| Level | Description | |-------|-------------| | Invoice | A billing statement for a billing period | | Invoice Item | A line item for a specific subscription charge | | Usage Summary | Consumption details for usage-based products (e.g., Azure) |

Invoice Statuses

| Status | Description | |--------|-------------| | unpaid | Invoice issued, payment not yet received | | paid | Invoice has been paid | | void | Invoice has been voided/cancelled | | carried | Balance carried forward | | nothing due | No payment required |

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

| Field | Type | Description | |-------|------|-------------| | id | UUID | Invoice unique identifier | | invoiceDate | date | Date the invoice was issued | | dueDate | date | Payment due date | | status | string | Invoice status (unpaid, paid, etc.) | | total | decimal | Total invoice amount | | balance | decimal | Remaining unpaid balance | | carriedBalance | decimal | Balance carried from previous period | | currency | string | Currency code (e.g., "USD") | | companyId | UUID | Company associated with the invoice | | partnerName | string | MSP partner name |

Usage Summary Fields

| Field | Type | Description | |-------|------|-------------| | subscriptionId | UUID | Associated subscription | | resourceGroup | string | Resource group name | | quantity | decimal | Usage quantity | | unitOfMeasure | string | Unit of measurement | | currentCharges | decimal | Charges for this period | | date | date | Usage reporting date |

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

| Error | Cause | Resolution | |-------|-------|------------| | Invoice not found | Invalid UUID | Verify the invoice UUID with pax8-list-invoices | | Invalid status filter | Wrong status value | Use unpaid, paid, void, carried, or nothing due | | Invalid date format | Wrong date string | Use YYYY-MM-DD format for date parameters | | Usage summary not found | Invalid subscription or no usage data | Verify the subscription UUID; not all products have usage data |

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. Catch discrepancies early - Regular reconciliation catches billing errors
6. Watch for prorated charges - Mid-cycle subscription changes create prorated line items
7. Usage-based products - Azure and similar prod