Bill Microsoft 365 Licenses Automatically

This quick start guide walks through setting up a recurring invoice that bills your customers for their Microsoft 365 licenses automatically. Once it's set up, Syncro counts the licenses in each customer's Microsoft tenant, so every invoice matches what they're actually using.

Note: The Microsoft 365 integration requires Syncro’s Team or IT Plan.

Step 1: Integrate with Microsoft

First, make sure you’ve integrated Syncro with Microsoft: 

1. Click the Tenants tab.
2. In the upper right corner of the Microsoft 365 Tenant Management page, click Connect Microsoft 365.
3. Select “Connect a Single Tenant.”
4. Select a Syncro Tenant name from the dropdown menu, then click Connect.
5. Log into the desired Microsoft 365 account as a Global Admin. Click Next.
6. Click Accept for the required permissions.

Note: If you'd rather authorize a CSP, see the instructions in Manage Microsoft Tenants. 

Universal Billing turns on automatically for Microsoft, so there's nothing to enable. 

See also: About Universal Billing.

Step 2: Choose Who Receives the Invoice

Next, make sure the right person at the customer receives each invoice.

1. Navigate to Organizations, then select the Organization you're billing.
2. Open the billing contact's End User Details page.
3. In the Emails section, set the "Receive Billing Emails" toggle to the On position.
4. Click Save Changes.

See also: End User Details & Actions. 

Step 3: Create the Recurring Invoice

Now you'll set up the schedule for the invoice.

1. Navigate to the Invoices tab.
2. From the Invoice Modules button menu, select Recurring Invoices.
3. Click +New Schedule, search for and select the Organization, then click Proceed.
4. Enter a Template Name (e.g., "Contoso Microsoft 365"), set Frequency to Monthly, and choose the Next Run At date.
5. In the Recurring Schedule section, check the "Publish Automatically" box.
6. In the Invoice section, check the "Email Customer the PDF When the Invoice Is Published" box. 
   Note: If you’ve set up Invoice/Payment Terms in Admin, select a value from the invoice Billing Terms dropdown menu.
7. Click Create Schedule.

See also: Work with Recurring Invoices.

Step 4: Add the Microsoft Licenses

Then tell Syncro which licenses to bill for and what to charge.

1. Scroll down to the Add Line Item section. From the Recurring Type dropdown, select Vendor Usage Counter, then select Microsoft as the Vendor.
2. From the Vendor Product dropdown, select a license. Syncro shows how many are in use (e.g., Microsoft 365 Business Standard (5/5 licenses)).
3. Enter the Syncro Product Name, Syncro Product Description, and Price per license.
   Note: This is the Product you’ve previously set up in Syncro’s Products & Services tab.
4. Click Add Item to Template. Repeat steps 1 through 4 for each license you want to bill.
5. Click Update Schedule.

Tip: If some licenses are already included in a managed services contract, use the Bill For dropdown to charge only for units above that amount.

See also: Line Item Types for Recurring Invoices.

Step 5: Turn On Auto Charge (Optional)

If the customer has a credit card or ACH account on file, Syncro can charge it as soon as the invoice is published, or on a specific date.

1. Scroll up to the BILLING section, then check the “Auto Charge Payment Profile on File When the Invoice is Published” box. 
   Note: This field only appears if you’ve selected a value for the “Invoice Billing Terms” dropdown menu in the INVOICE section in Step 3.
2. Select a value from the “Select the Payment Profile to Use” dropdown menu.
   Note: These fields only appear after you have set up Syncro Payments and the customer Organization has Stored Payment Profiles.
3. Click Update Schedule.

Not accepting payments yet? See Accept Payments in the End User Portal.

What Happens Next

On each run date at 6:00 a.m. local time, Syncro counts the customer's Microsoft licenses, generates the invoice, and emails it to them. If auto charge is on, their payment is collected at the same time.

When the customer adds or removes licenses, the next invoice reflects the change. No manual counts.

To see license usage across all your customers, check the Vendor Usage Report.

Next Steps

• Bill for more: Add labor, asset counts, and other line items to the same recurring invoice. See Line Item Types for Recurring Invoices.
• Bill for other vendors: Set up Universal Billing for ThreatDown, Acronis, and other integrations. See About Universal Billing.
• Start from an existing invoice: Use Make Recurring from any invoice's Actions menu. See Work with Recurring Invoices.