Short answer:
Partners can monitor managed client usage for end-client billing in three ways: automatically using the Xink API, by downloading an Excel usage snapshot, or by granting staff the Managed Account role. Usage is counted on the last working day before the monthly renewal invoice is generated.
This guide explains how Xink partners can monitor client usage across managed accounts for monthly end-client billing.
Xink counts managed account usage on the last working day before the monthly renewal invoice is sent.
Option 1: Automated usage monitoring via API
You can automatically pull Managed Accounts details using the Xink API.
This method is recommended if you want to automate reporting, billing workflows, usage checks, or month-to-month usage comparisons across multiple end clients.
Learn more here: Xink API Reference
Option 2: Manual usage monitoring by downloading Excel
A Xink admin with the Managed Account role can download an Excel file from the Managed Accounts menu.
The Excel file provides a snapshot of current client usage and can be used for manual billing checks or internal reporting.
If you want to compare usage between billing periods, download and save the Excel file each month. This allows you to compare the current snapshot with previous months.
Option 3: Manual access for accounting or billing admins
anou can also add a Xink admin with the Managed Account role.
This method is useful for accounting, finance, or billing team members who need to monitor client usage but do not require full administrative access.
Compare usage between billing periods
Some partners have accounting, finance, or operations staff responsible for monitoring client usage and invoicing end customers.
A common question is why the total number of licensed users has increased since the previous billing period.
There are two ways to compare usage over time:
- Manual comparison: Download the Excel report every month and keep previous reports. You can then compare the current month’s snapshot with previous months to identify which managed accounts have increased or decreased in usage.
- API comparison: Use the Xink API to automatically retrieve usage at regular intervals. This allows you to compare client usage between months, identify changes automatically, and simplify your internal billing process.
Best practice
If you invoice your customers monthly, we recommend either downloading and archiving the Excel report each month or using the API to store historical usage automatically. This makes it easy to explain changes in client usage and reconcile your invoices.
Which method should you use?
- Use the API if you want automated reporting, billing integration, or automatic month-to-month usage comparison.
- Download Excel if you prefer a manual usage snapshot and can archive the report each month.
- Add a Managed Account admin if accounting, finance, or billing staff need direct access to monitor usage.
Important billing note
Usage is counted on the last working day before Xink sends the monthly renewal invoice.
