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 products have variable billing; monitor usage summaries regularly
8. Use date range filters - Filter by invoiceDateRangeStart/invoiceDateRangeEnd to scope queries
9. Automate alerts - Set up notifications for unpaid invoices using status=unpaid filter
10. 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