A small business that wants predictable costs
It tops up 100 at a time by card and sets the low balance warning at 20: when the credit drops, accounts get the email and top up before the phones stop.
Management
Pay only for what you use, with prepaid credit you can check line by line
The phone system runs on prepaid credit: top it up by credit card, PayPal or bank transfer, and every call, SMS or service is taken from the balance according to your price list. Transactions show where every cent goes.
Payment successfulCard top-up: €100.00 credited.
Bank transfer confirmedReference RTMG8K2P4A91F3: credit added.
Invoice issuedCredit top-up, sent to accounts@company.com.
Low balance warningYour credit has dropped below €20.00.
What it is for
With prepaid credit there are no surprises at month end: you top up the amount you want and the phone system takes from the balance the services you use, such as inbound and outbound calls, queue entries, answerers, SMS, WhatsApp, recordings, transcriptions and monthly fees. What each item costs is in My price list.
You top up from the Dashboard: choose the amount, or a quick amount button, and the method among credit card (Stripe), PayPal and bank transfer. Before paying you see the credit, any fee, VAT and the total. With card and PayPal the credit arrives as soon as the payment succeeds; with a bank transfer you get the account details and a payment reference, and the credit arrives when the transfer is confirmed.
You enter your billing details once, as a private person or a business. VAT is worked out under the One-Stop-Shop scheme from your country and VAT number, and when automatic invoicing is on the top-up invoice is issued by itself and you can download it from Payments.
Transactions list every top-up and charge with its line items, quantity and unit price, plus a chart of costs by service. If the credit drops below a threshold you choose you get an email; if it reaches zero, calls, messages, campaigns and AI answerers stop until you top up.
Use cases
A company that only pays by bank transfer
It picks Bank transfer and sees the account holder, IBAN and a payment reference to use. As soon as the transfer is confirmed the credit lands and the invoice is issued with the company’s billing details.
A customer in another EU country
A business with a German VAT number tops up under reverse charge, without VAT; a private customer in France pays French VAT, as the OSS scheme requires. It is all worked out from the billing details.
Finding out why this month cost more
In Transactions, filter by service and period: the costs by service chart shows that outbound calls went up. Open a charge to see its items with quantity and unit price, then export everything to Excel for the accountant.
Passing credit on to agencies
If you work with agencies, Top up / Adjust moves credit to their account, for example after they pay you, and you assign the price list they pay with. Each agency has its own transactions.
How it works
Fill in your billing details
On your first payment, or under Profile on the Billing tab, say whether invoices go to a private person or a business and fill in the name or company name, VAT number, tax code, address and invoice email.
Choose the amount and the method
In Top up credit enter the amount (at least the minimum top-up) or press a quick amount, then choose credit card, PayPal or bank transfer. The fee, VAT and total show straight away.
Pay
With card or PayPal you go to the payment page and the credit arrives as soon as the payment succeeds. With a bank transfer you see the account details, the payment reference and the amount to send.
Get the invoice
When automatic invoicing is on, the invoice is issued once the payment is received and, if set, emailed to you. You can also download it from Payments, where every top-up shows its status.
Keep an eye on balance and charges
The balance is on the Dashboard; Transactions show money in, money out and the detail of every charge. Under Profile, on the Balance tab, set the low balance warning.
What you can set
Top-up
- Amount to credit
- The credit you want to add; the minimum top-up is shown below it.
- Quick amounts
- Buttons with the most used amounts, to top up in one click.
- Credit card
- Card payment through Stripe Checkout: the credit arrives as soon as the payment succeeds.
- PayPal
- Payment from a PayPal account, credited at once.
- Bank transfer
- You see the account details, the payment reference and the amount to send; the credit arrives when the transfer is confirmed.
- Fee
- Each method may carry a percentage fee, shown before you pay; otherwise it says "No fee".
- Summary
- Credit to add, fee, VAT and total to pay, before you confirm.
Billing details
- Private person or Business
- An individual with name, surname and tax code, or a company or professional with a VAT number.
- Company name or Full name
- Who the invoices are made out to.
- VAT number country
- Choose the country and type the number: the prefix (IT, DE…) is added for you. VAT numbers from outside the European Union are accepted too.
- Tax code
- Required for Italy.
- Address
- Address, postal code, city, province and country.
- Billing email
- Invoices are sent to this address.
VAT and invoices
- Same country as the provider
- Invoiced at the provider’s VAT rate.
- Business in another EU country
- No VAT, under reverse charge.
- Private person in another EU country
- Their own country’s VAT, under the One-Stop-Shop (OSS) scheme.
- Outside the European Union
- No VAT, out of scope.
- Automatic invoice
- When it is on, the invoice is issued once the top-up is paid and can be emailed; you download it from Payments.
- Payments
- Every top-up with date, method, reference, amount, status (pending, paid, failed, cancelled) and invoice.
Transactions
- Transaction types
- Opening balance, top-up, charge, refund, bonus and adjustment, each with the balance after it.
- Summary
- Current balance, money in, money out and number of transactions in the period.
- Filters
- Period, type, service and search by number, reference or description.
- Detail
- The line items of each charge with quantity and unit price.
- Costs by service
- A chart of what each service cost in the filtered transactions, charges minus refunds.
- Export
- Transactions as CSV, Excel or PDF.
Price list
- My price list
- What you pay for each item: per event, per minute or as a monthly fee.
- Items
- Inbound call, outbound call, queue entry, AI answerer, IVR answerer, SMS, WhatsApp, campaign operation, call recording, transcription, callback, transfer, fee per operator and per AI answerer.
- Short call refund
- If your price list includes it, inbound calls shorter than a set number of seconds are refunded.
- Flat plan
- With a flat plan you see the quantities included each month and how much you have used; beyond that the price list applies.
- Currency
- Euro or US dollar, chosen at sign-up for every amount in the account.
Warnings and running out of credit
- Low balance warning
- When the credit drops below your threshold an email goes out; the next one only after a top-up brings the credit back above it.
- Threshold
- The balance below which you are warned; empty or 0 for no warning.
- Recipients
- Up to 5 email addresses, separated by commas.
- Out of credit
- At zero balance calls, messages, campaigns and AI answerers stop until you top up; a notice at the top of the portal leads to the top-up.
Frequently asked questions
How does prepaid credit for the phone system work?
You top up an amount and every service you use (calls, SMS, answerers, fees) is taken from the balance according to your price list. Transactions show every charge with its line items.
How can I top up?
By credit card through Stripe, by PayPal or by bank transfer. With card and PayPal the credit arrives as soon as the payment succeeds; with a bank transfer, when it is confirmed.
Do I get an invoice for my top-ups?
Yes, when automatic invoicing is on: the invoice is issued with your billing details once the payment is received, can be emailed to you, and you can download it from Payments.
How is VAT handled for customers abroad?
Under the One-Stop-Shop scheme: businesses in another EU country under reverse charge, private customers in another EU country with their own country’s VAT, customers outside the EU out of scope.
What happens if I run out of credit?
Calls, messages, campaigns and AI answerers stop until you top up. To avoid it, set the low balance warning in your Profile and get an email before you reach zero.
Where do I see what each service costs?
My price list shows the price of every item, per event, per minute or monthly. In Transactions the costs by service chart shows where the money goes.
Related features
Try it on your own phone lines
Sign up free and try this feature with your numbers, or message us on WhatsApp and we’ll show it to you.