MSP Rebilling: Generate Customer Statements with Markup and Fees

MSP Rebilling

Rebilling turns the cloud cost of customer organizations into monthly statements, with your markup, discount and management fee applied.

It is built for managed service providers and anyone who resells cloud capacity. If you only need internal chargeback between teams, use Cost Allocation instead.

What you need first

Three things must be true before the page does anything:

1. Your organization is set up as an MSP partner, with customer organizations attached to it. Only an Xplorr platform admin can do this.
2. Your organization is on the enterprise plan.
3. You have the admin role in the partner organization.

Without the first two, the page explains which one is missing rather than failing silently.

How customers are modelled

A customer is not a contact record. Each customer is a full Xplorr organization, attached to your partner organization by an Xplorr platform admin.

That has consequences worth understanding:

• A customer organization can belong to at most one partner.
• A partner cannot be its own customer, and an organization cannot be both a partner and someone else’s customer.
• Attaching a customer lets partner admins see that customer’s billed cost and generate statements. Nothing else in the customer organization becomes visible.
• Detaching a customer removes its rebilling rule but keeps statements already generated, so your billing history survives.

To attach customers, an Xplorr platform admin opens the Platform page, MSP tab, and attaches customer organizations to the partner.

Setting a rule per customer

Each customer gets one rule. Open Rebilling, find the customer, and click Set rule.

Field	Range	Default	Meaning
Markup	0 to 1000 percent	0	Percent added on cost
Discount	0 to 100 percent	0	Percent taken off after markup
Fixed fee	0 or more	0	Flat management fee per month
Currency	3 letter code	USD	Currency the statement is issued in
Pass credits and refunds through	On or off	On	Whether credits reduce the customer’s bill
Add provider tax	On or off	Off	Whether provider tax appears on the statement

How a statement is calculated

Order matters. Markup applies first, then the discount, then the fixed fee.

usage    = all charge categories except credits, refunds and tax
credits  = credits and refunds (normally negative)
base     = usage + credits   (or just usage when credits are not passed through)
markup   = base * markup percent
discount = (base + markup) * discount percent
subtotal = base + markup - discount + fixed fee
tax      = provider tax, only when enabled
total    = subtotal + tax

Markup and discount are only applied when the base is positive. A customer whose month is zero or negative, for example one dominated by credits, gets no markup rather than a nonsensical negative one, and the statement says so.

Currency is never converted. The currency on the rule labels the statement. If the underlying cost data is in a different currency, the statement carries a warning rather than applying an exchange rate you did not choose.

Generating statements

Pick a month from the selector, which offers the last 12 months starting with last month. Then either:

• Click Generate on one customer, or
• Click Generate all to do every attached customer for that month

Regenerating a month overwrites the previous statement for that customer and month, so correcting a rule and regenerating is safe.

Statement generation and downloads are limited to 20 requests per 15 minutes per user.

Wait until a month is complete and cost data has settled before generating. Generating mid month produces a statement carrying the warning that the period is not complete and the amounts will change.

Warnings you may see

These appear on the statement itself, so your customer sees them too if you send the file as is. Check before sending.

• The period is not complete yet, so amounts will change
• No rebilling rule is set for this customer, so the statement uses cost with no markup
• Billed cost is zero or negative, so markup and discount were not applied
• Cost data is in one currency but the rule uses another, and no conversion was applied

Downloading

Each statement can be downloaded as CSV, PDF or Excel.

Use CSV when you need the full breakdown. It carries the complete markup, discount, fee and tax lines, with a header block naming the customer, issuing partner, period and currency. The PDF and Excel formats are produced by the general cost report generator and are visibly thinner.

Files are named statement-<customer>-<YYYY-MM> with the matching extension.

What the page shows

• Customers, with each customer’s rule, last month’s cost, latest statement, and buttons to set the rule or generate
• Statements for the selected month, with cost, markup, discount, fee, tax and total per customer, and the three download buttons

One detail to know: the cost figure in the customer table and the live preview in the rule dialog is a straightforward sum of cost for the previous month, while the generated statement sums billed cost grouped by charge category. The preview and the final total can therefore differ slightly. Trust the statement.

Troubleshooting

“Not set up as an MSP partner”

No customer organizations are attached to your organization. An Xplorr platform admin does this from the Platform page, MSP tab.

“Enterprise plan required”

Rebilling needs the enterprise plan.

A customer shows “No rule”

Statements can still be generated, but they will use raw cost with no markup and carry a warning. Set a rule first.

The statement total does not match what I expected

Check the order of operations above, and whether credits are being passed through. Credits reduce the base before markup is applied, which changes the result more than people expect.

A customer disappeared

It was detached. Statements already generated are kept.

FAQ

Can customers log in and see their own statement? Statements are generated and downloaded by partner admins. The customer organization does not gain a rebilling view.

Can I set different markup by service or account? No. One rule applies per customer, covering that customer’s whole cost.

Does rebilling change the customer’s cost data? No. It reads cost and produces a statement. Nothing is written back.

Can I bill in a different currency than the cloud bill? You can label the statement in any currency, but no conversion happens, so the numbers stay in the source currency. Convert before sending if the two differ.

Related guides

• Invoices and Reconciliation to verify cost data against provider bills first
• Cost Allocation for internal chargeback
• Reports and Export for general cost reporting