NeoTech Networks — March 2026 Billing Reconciliation Debrief

1 Phase 1: Vendor Reconciliation

Compared vendor source data (Pax8, NinjaOne, Keeper) to QuickBooks recurring templates. Updated templates to match actual subscription counts and correct pricing.

Microsoft 365 License Updates

Rule: Monthly commitment = Microsoft monthly retail. Annual commitment = annual retail. One-to-one line items, no bundling.

Client	Changes	Reason
SoHo Experiential	Premium 69→66, Standard 13→9, Basic 17→18, Exch P1 24→22, Exch P2 5→6, Storage 4150→4300 GB	Matched to Pax8 subscription counts
Heritage Grand Bakery	Business Basic 20→21	Pax8 shows 21 licenses
Milcon Construction	Copilot rate $30→$36	Under-billed vs Microsoft retail $36
Multiple clients (35)	Generic 'Microsoft 365 License' → specific product names	Line item specificity for audit clarity

NinjaOne Device Count Updates

Rule: All computers (Windows + Mac, online or offline) must be counted. Managed Desktop Support qty must match device count.

Client	Item	Old Qty	New Qty	Rate	$ Impact	Note
SoHo Experiential	Desktop Support	73	58	$47	−$705	Steve confirmed 58 devices
Carlson Corp	Desktop Support	14	13	$60	−$60	13 workstations per NinjaOne
Milcon Construction	Desktop Support	53	42	$20	−$220	42+10=52 total WS
Matthew Tannenbaum	Desktop Support	4	2	$57.50	−$115	2+1=3 total WS
Marina B	Desktop Support	3x mixed	2x$49	$49	−$50	Removed duplicate $50 line
Janus Law	Server Support	2 lines	1x$189	$189	−$100	Removed duplicate $100 server line
Sundack CPA	Desktop Support	23	24	$27	+$27
Commercial Drywall	Desktop Support	12	13	$65	+$65
Friends NYC	Desktop Support	7	8	$65	+$65
Marie Blachere	Desktop Support	3	4	$89	+$89
Assil New York	Server Support	0	1	$87	+$87	Server line was missing entirely

Keeper Security Updates

Rule: Replace generic 'Security Software Service' with proper Keeper product names.

Client	Old Item	New Item	Qty	Rate
Commercial Drywall	Security Software Service	Keeper Business Bundle	9	$12
West Flooring	Security Software Service	Keeper Business Bundle	10	$12
West Side Chiro	Security Software Service	Keeper Business Bundle	3	$5
JetWay Security	Security Software Service	Keeper Business Plus Bundle	16	$6
SoHo Experiential	Security Software Service	Keeper Business Plus Bundle	47	$6

Azure Usage

Rule: 10% markup applied for Janus, Milcon, West Flooring.

Roseville Eye and JetWay Azure were NOT adjusted per Steve’s direction — flagged for later investigation.

2 Phase 2: Pax8 Full Reconciliation

Every Pax8 subscription compared against every QB recurring template line item.

95Matches

8Mismatches

7Missing in QB

14No Template

Amount Mismatches Found

Client	Product	Pax8	QB	Action
SoHo Experiential	M365 Business Premium	66	69	Corrected in Phase 3
SoHo Experiential	Office 365 Extra Storage	4300 GB	4150 GB	Corrected in Phase 3
SoHo Experiential	Exchange Online P1	22	24	Corrected in Phase 3
SoHo Experiential	M365 Business Standard	9	13	Corrected in Phase 3
SoHo Experiential	Exchange Online P2	6	5	Corrected in Phase 3
SoHo Experiential	M365 Business Basic	18	17	Corrected in Phase 3
Heritage Grand Bakery	M365 Business Basic	21	20	Corrected in Phase 1
Milcon Construction	M365 Copilot	1	$30 rate	Corrected in Phase 3

Confirmed Exceptions (12 Items Steve Approved to Skip)

Sundack pays Ace Cloud directly ($3,290/mo) — not billed through NeoTech
Stern Capital — annual M365 billing, separate invoice
Roseville Eye / JetWay Azure — do not adjust (Steve investigating)
Sebastiano — license cancelling soon (leave alone)
Kaseya — skip entirely (mix of things including Datto)
Pathways / Paradise Travel — cancelling soon (ignore)
IMS Investments — exception, do not bill
Cooper Square — block hours (one-time, ignore)
cabanashow.com / envsnfestival.com GSuite — billed under Liberty Fairs

3 Phase 3: Template Corrections & New Items

All corrections applied to recurring templates only. No existing invoices were modified.

Client	Template	Changes	Old Total	New Total	$ Impact	Notes
SoHo Experiential	54796	Desktop 74→58, Premium 69→66, Standard 13→9, Storage 4150→4300, Exch P1 24→22, Exch P2 5→6, Basic 17→18	$9,480.82	$8,621.04	−$859.78	Largest single correction. Device count was significantly over-counted.
SoHo Experiential	54796	Removed Todyl (43×$10=$430), Added Bitdefender EDR (58×$10=$580)	$8,621.04	$8,771.04	+$150.00	Security product migration. EDR qty matches NinjaOne device count.
Heritage Grand Bakery	54442	Business Basic 20→21	$317.53	$325.37	+$7.84	One additional license in Pax8
Liberty Fairs	54781	Google Workspace 21→22	$1,803.59	$1,819.92	+$16.33	envsnfestival.com GWS increased to 22 users
Milcon Construction	54784	Copilot $30→$36, added Spam Filtering $250/mo	$4,843.18	$5,099.71	+$256.53	Copilot under-billed. Spam Filtering won in Zomentum, added to template.
Wildflower Company	60910	NEW TEMPLATE: 7 GWS@$15 + $57 tenant mgmt	$0.00	$171.32	+$171.32	Had invoices but no recurring template. Now automated.
JetWay Security	54446	Removed BD AV (37×$6=$222), Added BD EDR (37×$6=$222)	$3,412.07	$3,412.07	$0.00	Security product migration. Same qty and rate.
Carlson Corp	54433	Removed BD AV (15×$5=$75), Added BD EDR (14×$5=$70)	$2,158.26	$2,153.26	−$5.00	Security product migration. Qty corrected from 15 to 14 (13 WS + 1 server).

2 New QB Items Created:
• Spam Filtering Service (Item #226, Service)
• Bitdefender EDR (Item #227, Service — includes 3-bullet EDR benefits description)

4 ACH Return Analysis

Cross-referenced BNG Gateway returned transactions against QuickBooks payment records.

35Total Returns

$29,884Returned

Already Voided: 21 ($18,824)

Repaid Successfully: 5 ($4,226)

PROBLEM — Needs Void: 9 ($5,884)

9 Problem Invoices — Void Required

Client	Invoice	Amount	Return Date	Reason	Required Action
Marie Blachere	CS9HDR2IG122	$1,166.30	Feb 2026	Cancelled	Void payment #60698
Marie Blachere	CSK974CIMFZ	$1,155.52	Jan 2026	Cancelled	Void payment #60453
Marie Blachere	CSDO6AGU13AD	$1,155.52	Dec 2025	Cancelled	Void payment #59940
Marie Blachere	CSG6W0HMIR13	$1,155.52	Nov 2025	Cancelled	Void payment #59816
Bloch Architect	CSU816QBVW18	$668.87	Aug 2025	R16: Account Frozen	Void payment #58661 (HAS DEPOSIT—needs review)
Vinge Tile & Stone	CS73CB14HHWZ	$352.90	Jul 2025	Cancelled	Void payment #57843
Tonda Pizza	CSTRL0V26CZJ	$97.84	Apr 2025	Cancelled	Void payment #60417
Tonda Pizza	CS22MLLDVIQZ	$97.84	Mar 2025	Cancelled	Void payment #60817
Tonda Pizza	CSND1N6IQTA	$49.00	Feb 2025	R01: Insufficient Funds	Void payment #55718

⚠ Pattern Alert: Marie Blachere accounts for 4 of 9 problem invoices ($4,632.86 total). All marked “Cancelled” across 4 consecutive months (Nov 2025 – Feb 2026). Requires immediate attention.

5 Zomentum 6-Month Won Quote Audit

All won quotes from Sep 14, 2025 – Mar 14, 2026 verified against QuickBooks invoices. Status confirmed via Zomentum state_transitions.

63Quotes Reviewed

16Matched ($19,650)

3Missing ($3,631)

3 Truly Missing Won Quotes

Client	Quote	Amount	Won Date	Signer	Note
Change Group America	New Laptop	$1,843.13	Nov 6, 2025	Craig Harrington	Customer does not exist in QB
Jet Way	New Laptop February	$1,723.36	Feb 16, 2026	Mark V. Palagiano
Marie Blachere	UPS Battery	$64.44	Feb 12, 2026	Isabelle CARTON

Zomentum QB Sync: Unreliable. Only 1 of 20 recent quotes synced automatically. Most show 'pending' status. Manual invoice creation is required for all won quotes.

6 Pending Items / Action Required

Action Required

HIGH

ACH Void Approval

9 invoices ($5,884.41) need payment voids in QuickBooks. Awaiting Steve’s go-ahead.

HIGH

3 Zomentum Won Quotes

Change Group America laptop ($1,843.13), Jet Way laptop ($1,723.36), Marie Blachere UPS ($64.44) — need verification if delivered and QB invoices created.

Investigate

MED

Roseville Eye / JetWay Azure

Azure charges not adjusted. Steve to investigate.

MED

SoHo Toll-Free Line

Need to find how much was quoted for the toll-free line.

MED

SimpleVOIP

Never found an invoice anywhere. Needs investigation.

LOW

Free Radical / HIRM

Unknown items. Steve unsure what they are.

LOW

Thinkscape Design

Shared drive software for MilCon. Unsure if being charged.

Monitor

LOW

Sebastiano License

One license pending cancellation. Left alone.

Phase 4 — March 15

PHASE 4

March 15 Invoice Verification

After invoices generate, pull all and compare against templates to verify everything matches to the penny.

MED

Wildflower Recurring Template

New template created (60910). Verify it generates correctly on March 15.

7 Data Source Access Report

Data Source	Tool	Status	Notes
QuickBooks Online	Make.com MCP t477	FULL ACCESS	All queries returned fresh data. Recurring templates, invoices, payments, items all accessible.
Pax8	OAuth2 API	FULL ACCESS	All 82 companies, subscriptions, and usage data accessible.
NinjaOne	Make.com MCP	FULL ACCESS	Device counts pulled for all client orgs. March 2026 invoice with Bitdefender line items confirmed.
Keeper Security	Billing API	FULL ACCESS	MSP billing usage data accessible.
BNG Gateway	Direct API (query.php)	FULL ACCESS	All transactions queryable. ACH returns, settlements, line items all accessible.
Zomentum	REST API v2	INTERMITTENT	API returned 502/504 errors during verification pass. All 569 won docs pulled in earlier session. State transitions verified before API went intermittent.
Monday.com	GraphQL API	FULL ACCESS	Billing Overlord board, Skills board all accessible.
ConnectBooster	Via BNG Gateway	PARTIAL	BNG Gateway does not store QB invoice numbers. Cross-reference by customer+amount as workaround.