CASE STUDIES

How MSPs find revenue in the clients they already have.

How MSPs recover unbilled devices, turn quarterly reviews into approved projects and run a repeatable growth process. Illustrative scenarios based on typical MSP results.

Billing leakage
+$1,140 a month recovered

Finding the devices they supported but never billed

Illustrative scenario based on typical MSP results.

38Unbilled devices confirmed across 6 clients
22Unused licences removed, saving clients $480 a month
11.5×Return on the $1,188 yearly plan cost

The challenge

Agreements were priced per device, but nobody compared the RMM with the PSA. Clients added laptops during the year, NinjaOne picked them up, and the Autotask contracts stayed the same. The owner suspected leakage but had no time to check 40 clients by hand.

What they did

  1. Connected Autotask, NinjaOne and Microsoft 365 with read-only access in one afternoon.
  2. Ran the contract-versus-RMM snapshot across all 40 clients.
  3. Validated each finding with the technician who knew the client, removing spares and retired machines.
  4. Sent each affected client a short report and the updated agreement.

The results

Of 52 devices flagged, 38 were confirmed in use and unbilled; the other 14 were spares or retired. All 6 clients accepted the updated agreements, adding $13,680 a year in recurring revenue. Removing 22 unused licences saved clients money, which made the device conversation easier.

QBRs to projects
$27,400 in projects won

Turning every quarterly review into a project conversation

Illustrative scenario based on typical MSP results.

8 → 25Clients reviewed each quarter
3h → 45mPreparation time per review
6 of 14Quoted projects approved

The challenge

The MSP's one vCIO built each review by hand from screenshots and spreadsheets. At three hours per client, only the largest 8 clients got a review. The other 17 rarely heard from the MSP unless something broke.

What they did

  1. Ran snapshots for every client two weeks before each review.
  2. Used the branded report as the review pack, with three recommended projects per client.
  3. Led each review with the business risk, such as missing MFA or laptops past end of support, and the cost to fix it.
  4. Logged every quote so the owner could see which reviews turned into work.

The results

The vCIO reviewed all 25 clients in both quarters. Of 14 projects quoted, 6 were approved: four MFA and admin-access rollouts and two laptop refreshes, worth $27,400. That is about 23 times the $1,188 yearly plan cost.

Quarterly growth process
$14,200 won in one quarter

Building a repeatable growth process across 60 clients

Illustrative scenario based on typical MSP results. Uses the opportunity pipeline, now in development.

$76,40028 opportunities discovered
+$640New recurring revenue a month
$237Revenue won per client assessed

The challenge

Two account managers, but no shared view of where the money was. Opportunities lived in technicians' heads and ticket notes, and the owner couldn't say which clients to call first.

What they did

  1. Assessed their 60 largest clients in the first week.
  2. Used the client ranking to split high-priority clients between the account managers.
  3. Moved each finding through the pipeline: validated, presented, quoted.
  4. Reviewed the pipeline every Monday and repeated the process the next quarter.

The results

The owner could see $76,400 of potential work and exactly where each opportunity stood. Three projects were won in the first quarter, worth $14,200 plus $640 a month, with 5 more quoted and waiting.

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