Managed IT services
You onboarded forty more of their users. Are you billing for them?
Managed services bill per seat, per device or per site, on contracts that run for years while the customer underneath them changes constantly. The service desk adds users on request. The billing schedule was set at onboarding. The gap between those two facts is where MSP revenue goes.
Contracts billing what they billed at onboarding
What LeakIQ detects
- Customers invoiced an identical amount across one or more contract anniversaries
- The annualised value of every static agreement
- How many anniversaries have passed without a change
- The full invoice history behind each flag
The problem
Two things drift on a managed contract, and neither raises an alarm. Seat counts grow through the service desk without touching the billing schedule, and the annual uplift written into the agreement depends on somebody applying it. A contract that has billed the same figure for three years has almost certainly done both.
How LeakIQ surfaces it
LeakIQ groups each customer's invoice history and flags the ones where the value has never moved, with the annualised figure and the anniversary dates. It cannot see your agreements or your PSA seat counts, so it hands your team the shortlist to check rather than asserting an under-bill.
Retainer collections that failed
What LeakIQ detects
- Direct debits that failed with no retry queued
- Card payments declined against monthly retainers
- The amount at risk on each one
- How long it has been outstanding
The problem
Managed services keep being delivered whether or not the monthly collection cleared. Your engineers still answer the tickets, your licences still renew, and the failed payment sits unnoticed because nothing about the service stopped working.
How LeakIQ surfaces it
Every failed collection is raised individually with the customer, the amount and the source record from Stripe or GoCardless, then assigned with a deadline rather than waiting to be spotted in a month-end reconciliation.
Project and hardware invoices ageing
What LeakIQ detects
- Invoices past their due date and still unpaid
- How many days overdue each balance is
- Exposure per customer rather than per invoice
- Duplicate charges raised against the same customer
The problem
Project work and hardware pass-through sit alongside the recurring revenue, usually on different terms and often forgotten once the work is signed off. The engineer has moved on, the invoice has not been paid, and nobody owns chasing it.
How LeakIQ surfaces it
Overdue balances surface with their age and value, ranked by exposure so the biggest gaps come first, each with an owner, a deadline and the source record attached.
The same charge invoiced twice
What LeakIQ detects
- The same customer invoiced the same amount twice in a short window
- The gap between the two invoices
- The value that would be credited if it is a duplicate
- Both invoices attached for confirmation
The problem
An MSP billing run pulls recurring schedules and one-off project or hardware lines from more than one place, so the same charge can go on twice: a batch rerun, a manual invoice raised on top of the automated one, a licence line billed by two people. Unlike a double payment, a double invoice sits on the ledger looking legitimate, so the customer is over-billed and nobody catches it until their finance team does. A client who spots a double bill starts scrutinising every invoice you send.
How LeakIQ surfaces it
LeakIQ flags identical invoices raised to the same customer inside a short window, framed as possible rather than certain, so your team can check it against the PSA and credit it before the customer does the checking for you. LeakIQ surfaces the pattern and never issues the credit itself.
Credit notes left sitting while invoices go unpaid
What LeakIQ detects
- Customers holding a credit balance while open invoices are still outstanding
- The value of the credit sitting unapplied
- The open invoices it could be set against
- The records behind both sides
The problem
Credit notes build up on a managed account for all sorts of reasons: a service credit after an SLA miss, seats de-scoped mid-term, a billing correction. Once raised, a credit tends to stay where it was created rather than getting applied, so the same customer can be carrying a credit balance and an overdue invoice at the same time. It ties up cash on both sides of the ledger and stays forgotten until the customer asks for the credit back.
How LeakIQ surfaces it
LeakIQ flags customers holding an unapplied credit while open invoices exist, with the value on both sides, so your team can apply it to the outstanding balance or refund it. It surfaces the mismatch and your team decides which. LeakIQ never moves the money.
Retainers that quietly stopped being billed
What LeakIQ detects
- Customers billed on a steady cadence whose invoices have stopped arriving
- The typical retainer value now going unbilled each cycle
- How many billing cycles have passed with no invoice raised
- The invoice history behind each candidate
The problem
A managed customer can stop being billed without anyone deciding to stop billing them. A retainer lapses at renewal and the recurring schedule is never picked back up, an account is offboarded but its invoice run is left in place, or a monthly charge is paused and quietly forgotten. Because this shows up as an invoice that never appeared rather than a payment that failed, nothing raises its hand: there is no bounced collection, no ageing balance, just a rhythm that went silent.
How LeakIQ surfaces it
LeakIQ reads each customer's billing cadence from their invoice history and flags the ones whose next invoice is overdue to appear, with the usual value and the number of cycles now missing. It reads the billing pattern, not your contracts or renewal dates, so it cannot tell a lapsed renewal from a churned customer from a paused account: it hands your team a review list of candidates to confirm rather than declaring anyone lost.
Want to see an example of the free report you'd receive?
The headline figures, then every finding with its amount, the customers affected and the source records behind it.
More sectors
Where revenue leaks in other industries.
Revenue recovery for insurance brokers
Instalment collections that failed, and static fee income.
Read more→Revenue recovery for telecoms and connectivity
Tariffs that stopped moving across a high-volume book.
Read more→Revenue recovery for logistics and freight
Rate cards frozen against a moving cost base.
Read more→“My team recently started using LeakIQ and found over £49k of leakage across our systems within the first month.”
Free revenue leakage report
See what it finds in your own numbers.
Connect your billing and accounting systems and LeakIQ will show you which contracts have not moved, which collections failed, and where project revenue is ageing, all with the underlying records attached.
Read-only. LeakIQ never writes back to your systems and never moves money.
Prefer to find these yourself first? read the guide to finding it in managed IT services.