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.
Cleva Group gradually moved Microsoft and recurring service billing into Sync 365, turning month-end billing into a controlled review workflow instead of a manual rebuild.
- Admin timeThe process moved from weeks of work to roughly a single day according to the customer story.
- Progression2–3 weeks to 1–1.5 weeks, then 3–4 days, then about 1 day.
- Process shiftReview output instead of rebuilding invoice lines one by one.
- Key quote“I've got that process down to a day, which is amazing from an admin perspective.”
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.
Billing depended on exports, spreadsheets and repeated cross-checking.
The team progressively used Sync 365 to carry more quantity alignment work.
Support, backup, security and other items followed the same billing drivers.
Month-end effort dropped because the team could review output instead of rebuilding it.
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.
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