Cleva Group case study
How Cleva Group automated billing for Microsoft licences, managed services, backup, security and support
Cleva Group needed more than basic Microsoft 365 licence sync. The team used Sync 365 to align user-driven recurring services with ConnectWise agreement quantities.
Cleva Group needed more than basic Microsoft 365 licence sync. Sync 365 became the logic layer for user-driven recurring services tied to Microsoft licence and user counts.
- 25 of 30 linesFor one complex customer, roughly 25 out of 30 invoice lines were pulled through Sync 365.
- Beyond licencesSupport, backup, antivirus, web filtering and other services could follow user-count logic.
- Commercial rulesDepartment splits, minimum quantities and customer-specific recurring rules were part of the workflow.
- Key quote“Everyone can do 365 licensing. It's the custom stuff I need.”
The challenge
Basic licence synchronisation did not solve the bigger billing problem: every user-count change could affect several other recurring service lines.
- Support, backup, antivirus, web filtering and security quantities often needed to match Microsoft user counts.
- Manual updates created mismatches between Microsoft licence lines and related services.
- Complex customers needed billing split by department, agreement or internal structure.
- Minimum quantity rules added another manual month-end check.
What changed with Sync 365
Sync 365 became the logic layer for recurring service quantities tied to Microsoft licence and user counts.
- Tie related billing lines to Microsoft licence and user counts.
- Support customer-specific billing rules beyond Microsoft licences.
- Apply department splits and minimum quantity rules where agreements require them.
- Reduce dependency on one person remembering every customer-specific billing rule.
“Everyone can do 365 licensing. It's the custom stuff I need.” — Chris F, Operations Director, Cleva Group
From licence sync to full recurring billing control
The important shift was moving custom recurring logic out of spreadsheets and memory, then into a repeatable billing workflow that ConnectWise could use.
Use Microsoft users and licences as the source for recurring service quantities.
Connect backup, support, security and filtering lines to the right PSA rules.
Handle minimums, splits and customer-specific rules without a manual checklist.
Check the billing result instead of rebuilding invoice lines one by one.
Outcome
- More recurring billing lines controlled through Sync 365.
- Fewer manual agreement updates across ConnectWise billing records.
- Better quantity alignment between Microsoft licences and related managed services.
- Less customer confusion when invoice lines need to match across service categories.
- A more scalable process for larger or more complex MSP customers.
Why this matters
For MSPs with recurring services tied to Microsoft users, the real billing problem is rarely one licence line. It is the chain of related services that must also stay aligned.
Key takeaway
Sync 365 helps MSPs automate recurring billing beyond Microsoft licences by keeping user-driven service quantities aligned inside PSA workflows. 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.
See it on your data
Bill closer to what you deliver
We'll help show where your billing drifts — and how the rules can help close the gap.