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Posted by Markus Wals

How do I pass Microsoft 365 licenses and hardware on to customers?

Hardware ITscope Microsoft 365 MSP Systemhaus Verträge weclapp

You bill Microsoft 365 licenses in weclapp as a contract item (quantity × price) that the nightly contract run invoices. For hardware with purchasing, warehouse or serial numbers you need the ERP Handel package: €163 instead of €86 per user and month with annual billing, so a €77 surcharge (weclapp list price, as of October 2026). We did not find a connection to the Microsoft Partner Center in weclapp; today you do the reconciliation with the monthly distributor invoice by hand or with your own automation project.

For purchasing hardware, on the other hand, there is a documented interface to ITscope, a product and price database with, according to weclapp documentation (as of 2023), more than 370 distributors. This article belongs to the overview ERP and helpdesk for IT system houses. It shows the path using a fictional example and names the gaps.

Representing licenses as a contract item

There is one contract per customer, each license type is an item on it, for example "Microsoft 365 Business Standard" with quantity and sales price. For an item to be billed, it must be in the category "Einnahmen" (revenue). We describe the billing run from 3 a.m., the billing types and the prerequisites in Billing maintenance contracts recurringly.

For licenses, the contract management add-on is also needed. It costs €55 per person and month (weclapp list price, as of October 2026) and is booked on top of ERP Dienstleistung or ERP Handel.

Adjusting quantities monthly: 48 licenses, +3 and −1

Example (fictional): A customer has 48 Business Standard licenses. You sell them for an assumed €15 per license and month (purely an example value, unrelated to the Microsoft price list and to the examples in other articles), which makes €720 per month. The following month three new employees join, one person leaves. The quantity rises to 50, the contract brings in €750 per month. The purchase price is deliberately missing: the numbers show the billing, not the margin.

  1. The customer reports the change by email or ticket.
  2. You change the quantity of the contract item. When the change takes effect depends on billing type, billing day and "Abrechnen bis" (bill until). Read the "Nächstes Abrechnungsdatum" (next billing date) in the contract and change the quantity before it. Don't change anything while the billing run is running.
  3. The nightly run creates an invoice or sales order with the new quantity.

If you have already issued the invoice for the month in advance and the quantity drops afterwards, you need an invoice correction. How you represent and account for it, you clarify with weclapp and your tax advisor. This does not replace tax advice.

With wals.pro AI 4 weclapp you can read and evaluate contracts and change individual items, quantities and prices: every change with its own preview, approval and log. The AI never writes without asking.

Manufacturer price rises: adjusting contracts

Microsoft raised list prices for selected packages as of 01.07.2026. On the US price list (as of October 2026), Business Basic rises from 6 to 7 US dollars, Business Standard from 12.50 to 14 US dollars and Microsoft 365 E3 from 36 to 39 US dollars. According to Microsoft, existing customers stay at the previous price until renewal; prices may differ by country and currency. We did not cross-check euro and CSP prices. From when your purchasing becomes more expensive is stated in your distributor price list.

For orders of magnitude: on the US list the increase is 1.50 US dollars per Business Standard license. If you apply the same amount in euros (for illustration only), the price in the fictional example rises from €15 to €16.50, and the contract with 50 licenses brings in €825 instead of €750 per month.

The price is on the contract item. The process with cutoff date, notice to customers and approval per contract is shown in Adjusting contract prices in bulk. Whether your clause supports passing it on, you check with your legal counsel. This does not replace legal advice.

Recurring invoices are something different

Recurring invoices are a separate object alongside contracts. There, according to weclapp documentation, a price change in the article master doesn't affect invoices already created; the remedy is the action "Verkaufspreise aktualisieren" (update sales prices). For contracts, we found no such statement. Check on a test contract whether a change to the article affects the contract item.

Hardware: what Dienstleistung can do and what Handel needs

In the Dienstleistung package, according to the pricing page, you have sales orders, invoices and service articles. Stock articles, deliveries, goods receipt, purchasing, serial numbers and automatable dropshipping exist only in the Handel package. If you only rarely sell hardware and handle purchasing and delivery notes outside weclapp, you can represent it as an item on sales order and invoice. Whether this works cleanly for your booking case, you clarify in advance with weclapp and your tax advisor.

What Package Contract item or sales order Gap
Microsoft 365 license ERP Dienstleistung (or Handel) plus contract management add-on Contract item, quantity × price No reconciliation with Partner Center or distributor license invoice
Hardware, rare, without warehouse ERP Dienstleistung Item on sales order and invoice (service article) No delivery, no stock management; clarify booking case with weclapp in advance
Hardware, distributor ships directly (dropshipping) ERP Handel Sales order, purchase order with the distributor, optionally ITscope Reconciliation of distributor invoice and sales order: not documented, depends on the distributor
Hardware with warehouse and serial numbers ERP Handel (€77 surcharge per user) Sales order, stock article with serial number No device master with contract reference documented

You bill stock-managed hardware as a contract item, for example a rental device, with the billing type "Auftrag erzeugen" (create sales order); the invoice types don't change stock.

What the Handel surcharge costs

The surcharge of €77 applies per user and month with annual billing (€163 minus €86). If you charge it only for the users who work with purchasing and warehouse, with two people for example it's €154 per month. Whether the packages can be booked in this mix and which functions a Dienstleistung user sees for stock articles, you clarify in advance with weclapp.

Distributors: ITscope for hardware

We did not find an interface to the Microsoft Partner Center in weclapp (search run on 11.10.2026). For procuring hardware, on the other hand, there is the documented ITscope interface. According to the documentation (as of 2023), it offers access to over 3 million ICT articles from more than 370 distributors, reconciliation of articles and purchase prices, import of purchase orders and export of sales orders as a shopping cart. For the order import, the documentation names the license "ITscope Sales Advanced"; which weclapp package is a prerequisite, it does not say. The interface does not replace a reconciliation of the monthly license invoice, because a takeover of the CSP license billing is not documented.

Where license reconciliation remains manual work

The example only shows the sales side. Whether the canceled license at the distributor drops in the same month depends on the license term. That's exactly where deviations arise: the contract says 50, the distributor invoice 51 (fictional). A reconciliation list shows you this per customer before you write the invoice.

This line-by-line reconciliation between distributor invoice and your own system is often manual work for invoices with their own structure (our assessment). An automation project can take it over: it reads the distributor invoice, compares it with the contract quantities and delivers deviations as a list. This is feasible via the REST API or with a workflow tool like n8n. How much effort it takes depends on the format of each individual distributor. We don't promise a ready-made product for this.

wals.pro AI can compile the first step read-only (feature in testing, as of October 2026): read out contracts and output the target quantity per customer and license type as a list that you compare with the distributor invoice. Writing only happens with preview, approval and log.

When this doesn't fit

  • You want to bill licenses automatically from the Partner Center. We found nothing for that in weclapp.
  • You need a device master with contract reference. Serial numbers exist only in the Handel package as stock articles; we did not find a link between device and maintenance contract.
  • You have many customers with few licenses and changing quantities. The item overview has a bulk edit; which fields it allows, you check in your tenant. But nobody reports the quantity per customer to you. If you maintain it from tickets, you experience it as a monthly rhythm.
  • You need price adjustment by index in the contract. We did not find an automatic indexation that weclapp applies itself.

Frequently asked questions

Do I need ERP Handel just to pass on Microsoft 365 licenses? No. For licenses as a contract item you need ERP Dienstleistung or ERP Handel plus the contract management add-on. Handel comes into play when you manage purchasing, purchase orders, warehouse or serial numbers in the system. ERP Starter is out because add-ons and REST API are only available from ERP Dienstleistung.

Can weclapp take over licenses directly from the Microsoft Partner Center? We did not find a connection to the Microsoft Partner Center in weclapp. For hardware there is the documented ITscope interface to distributors. According to the documentation, it does not take over a distributor's monthly license billing. What is documented is the representation as a contract item with quantity and price, by hand or via the REST API.

How do I pass on Microsoft's price increase in my contracts? You change the price of the contract item: via bulk edit in the item overview (which fields, you check in your tenant) or individually with wals.pro AI via preview and approval. According to Microsoft, existing customers on the US price list stay at the previous price until renewal. From when your purchasing becomes more expensive is stated in your distributor price list. This does not replace legal advice.

What does hardware trading cost me additionally? The list price of ERP Handel is €163 instead of €86 for ERP Dienstleistung, each per user and month with annual billing. That's a €77 surcharge. We charge it only for the users who work with purchasing and warehouse. weclapp counts add-ons per person.

Can the reconciliation with the distributor invoice be automated? Via API or workflow tool, this is generally feasible. The effort depends on the format and interface of the respective distributor. We don't promise a ready-made product. Read-only, wals.pro AI can evaluate your contracts. If you show us anonymized invoice examples from your distributors, we'll honestly estimate the effort in a conversation.

Figures checked on 11.10.2026

All prices net per user and month, weclapp list prices, as of October 2026. The example with 48 licenses and a €15 sales price is fictional and stands on its own. €154, €720, €750 and €825 are our own calculations from the stated list prices and the fictional quantity. This does not replace legal or tax advice. Whether you bill licenses and hardware as your own revenue or as a pass-through item, you clarify with your tax advisor.

Sources and review date

Next step: If you want to set up licenses and hardware cleanly in weclapp, we'll go through your customer contracts in a session: wals.pro/termin.