Cleva Group case study

How Cleva Group Reduced Microsoft Billing Administration from Weeks to a Single Day

Cleva Group gradually moved Microsoft and recurring service billing into Sync 365, turning month-end billing into a controlled review workflow.

Time reductionMonth-end billingConnectWise
Weeks to one dayThe billing process moved from a multi-week task to roughly a single day according to the customer.
Gradual improvementThe workflow moved from 2–3 weeks to 1–1.5 weeks, then 3–4 days, then about 1 day.
Review instead of rebuildSync 365 changed month-end billing from manual construction into controlled review.

The challenge

Manual Microsoft billing had become too complex to manage efficiently, especially when related recurring services depended on the same user and licence data.

  • The team had to check Microsoft 365 licence counts, NCE commitments, spare licences, and PSA agreements repeatedly.
  • Support, antivirus, backup, and web filtering could also change with the same customer count movements.
  • The month-end process depended on exports, spreadsheets, portals, reminders, and tenant checks.
  • Each extra service line increased the time needed before invoices could be trusted.

What changed with Sync 365

Cleva Group pushed more of the workflow into Sync 365 so Microsoft licence data could drive agreement updates and related recurring billing quantities.

  • Use Sync 365 as the operational layer between Microsoft licensing and ConnectWise billing.
  • Let Microsoft user and licence quantities drive related recurring service lines.
  • Reduce the number of systems that need manual checking before invoicing.
  • Turn month-end work into a review process instead of a rebuild process.

“I've got that process down to a day, which is amazing from an admin perspective.”

Chris F, Operations Director, Cleva Group

From multi-week admin to a one-day review process

The value came from progressively removing manual checks and replacing them with a controlled workflow the team could trust.

1

Manual baseline

Billing depended on exports, spreadsheets, and repeated cross-checking.

2

Move logic into Sync 365

The team progressively used Sync 365 to carry more quantity alignment work.

3

Connect related services

Support, backup, security, and other items followed the same billing drivers.

4

Review with confidence

Month-end effort dropped because the team could review output instead of rebuilding it.

Admin time reducedMonth-end billing moved from weeks of work to roughly a single day.
Spreadsheets reducedThe process became less dependent on exports, reminders, and manual tenant checks.
Ready to scaleThe workflow is easier to maintain as the MSP grows or customer billing becomes more complex.

Outcome

  • Less manual billing administration at month end.
  • Faster invoice preparation across Microsoft and recurring services.
  • Reduced dependence on spreadsheets and manual reminders.
  • More confidence in the numbers before invoices go out.
  • A process that is easier to scale as the MSP grows.

Why this matters

The hidden cost of month-end billing is not only the time taken by one finance or operations person. It is the operational fragility created when one person has to remember how every customer should be billed.

Key takeaway

Sync 365 helps MSPs replace spreadsheet-heavy Microsoft billing administration with a faster, more controlled process built around review and PSA alignment.

Sync 365 helps MSPs automate Microsoft 365 licence reconciliation, Azure billing, managed-user billing, and custom recurring services while keeping the PSA as the billing system of record.

Want to reduce month-end Microsoft billing admin?

Book a Sync 365 demo to see how automated Microsoft billing reconciliation can cut manual admin and simplify invoice preparation.

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