Validate fees and billing
PitCrew compares what was billed against what should have been billed. It checks fee schedules, tiered breakpoints, entity aggregation rules, and active waivers, then flags every discrepancy with the exact dollar impact.
Book a DiagnosticThe Problem
Nobody knows if billing is right until someone complains
Fee schedules are complex. Tiered rates, entity aggregation, waivers, overrides. Your team checks billing in a spreadsheet, and mistakes only surface when a stakeholder questions an invoice or an auditor pulls the records.
Fee schedules live in spreadsheets
Tiered rates, breakpoints, aggregation rules, and negotiated overrides. The logic lives in someone's head or a spreadsheet that hasn't been validated in quarters.
Revenue leakage goes undetected
Unbilled accounts, expired waivers still honored, aggregation rules not applied. The firm loses revenue it earned because nobody audits the billing output systematically.
Entity structures add complexity
Related accounts that should be aggregated for breakpoint calculations aren't. Or they are aggregated, but the relationship mapping is outdated. Either way, fees are wrong.
Billing errors create regulatory risk
Overcharging is a compliance finding. Undercharging is lost revenue. Both are preventable, but only if someone checks every line item against the signed agreement. Nobody has time for that.
How It Works
From fee schedule to validated billing in four steps
Load agreements
PitCrew ingests your fee schedules, signed agreements, entity structures, active waivers, and billing overrides. One-time setup with updates as terms change.
Compare billed vs. calculated
The Skill pulls actual billed amounts from your billing system and recalculates what should have been billed based on the agreement terms, asset values, and entity structures.
Flag discrepancies
Every line item where billed differs from calculated gets flagged with the exact dollar difference, the root cause (missed breakpoint, expired waiver, wrong tier), and severity.
Deliver validation report
Your team gets a report showing total revenue impact, categorized exceptions, and recommended corrections. Every calculation is logged with reasoning for your audit trail.
Use Cases
Where firms use Validate Fees
Quarter-end billing validation
Before invoices go out, validate every line item against the signed fee schedule. Catch tiered breakpoint errors, aggregation mismatches, and calculation mistakes before they reach stakeholders.
Revenue leakage audit
Systematic comparison of billed revenue against signed agreements. Find unbilled accounts, expired waivers still being honored, and aggregation rules that were never applied.
Entity aggregation validation
Verify that related accounts are properly grouped for breakpoint calculations. Catch entities that should be aggregated but aren't, and outdated relationships that inflate or deflate fees.
Waiver and override tracking
Track every active fee waiver and billing override. Flag waivers past their expiration date that are still being applied, and overrides that no longer match the current agreement.
Third-party fee reconciliation
Compare fees charged by external service providers (custodians, administrators, sub-managers) against contracted rates. Verify that what you're paying matches what was agreed.
Regulatory billing review
Produce the evidence an auditor or regulator needs: every fee calculation, the agreement it was based on, and proof that billed amounts match contracted terms.
Integrations
Connects to the systems you already use
Validate Fees pulls billing data, fee schedules, and asset values from your existing platforms.
40+ integrations available. If your system has an API, PitCrew can connect to it.
Frequently asked questions
Last updated:
What fee structures does PitCrew support?
Flat fees, tiered rates with breakpoints, percentage-based fees, performance fees, entity-aggregated schedules, and custom overrides. If your billing system calculates it, PitCrew can validate it.
How often should we run fee validation?
Most firms run it quarterly before invoices go out. Some run monthly for high-volume billing. PitCrew can also run on-demand for spot checks or after fee schedule changes.
Will PitCrew change our billing automatically?
No. PitCrew identifies discrepancies and calculates the impact, but never modifies billing records. Your team reviews exceptions and decides what to correct. Nothing changes without approval.
What does the evidence trail look like?
Every validation run produces a report: which accounts were checked, what was billed vs. calculated, root cause of each discrepancy, and the total revenue impact. Exportable as PDF or CSV for audit.
Can PitCrew find revenue we're leaving on the table?
Yes. The Skill identifies unbilled accounts, expired waivers still being applied, and aggregation rules that should lower breakpoint thresholds but aren't being used. Most firms find recoverable revenue on their first run.
Stop losing revenue to billing errors
15-minute diagnostic call. We review your fee structures and show you exactly where Validate Fees fits.
Book a Diagnostic