Wallet, invoices and reports

The wallet is your prepaid balance. Package fees and other charges draw on it. Invoices are the monthly statements. Reports are the periodic usage and status e-mails. This page covers the Backoffice pages for all three. It states no amounts. See pricing and your agreement for commercial terms.

What it is

Availability: Availability depends on your plan, role and the modules enabled for your organisation.

All are under Backoffice → Billing & Plan, except Status Reports, which is under Integrations & API. Adding funds needs the capability to manage billing and a step-up MFA check from the last 6 hours. Reading needs only the capability to view billing.

When the wallet is not enabled for your workspace, the Wallet page says Wallet not enabled. Your account team can turn it on.

Self-serve credit packs for AI Assistant credits are available when self-serve purchase is enabled for your organisation. Otherwise your account team provisions them.

Prerequisites

• The admin role or the billing role. See Roles and permissions.
• MFA enrolled on your account.
• The wallet enabled for your workspace, and a payment set up for it. If it is not, Backoffice says This workspace isn’t set up for payments yet. Contact your administrator to enable billing.
• For the low-balance warning e-mail: the warning sweep enabled for your organisation. The preference is saved either way.

Steps

1. Read your balances

Go to Backoffice → Billing & Plan → Wallet. Each currency has a card with:

A Low balance badge shows when the balance is under your warning threshold. A new wallet shows No balances yet until a credit lands.

2. Add funds

In the Add funds card:

1. Choose a Currency. The rail follows the currency. A card currency opens a secure checkout page. A crypto currency gives you a deposit address. The baseline set is USD, USDT and USDC. EUR, GBP, TRY and EUROC appear when multi-currency is enabled for your organisation.
2. For crypto, choose a Network: default, TRC20 or ERC20.
3. Enter the Amount.
4. Click Add funds and complete the step-up prompt.

For a card, Backoffice redirects you to the hosted checkout. For crypto, the address, the amount and an expiry countdown appear inline. Send the deposit before it expires. If it expires, start a new top-up.

Funds are credited after the payment is confirmed. They are not credited when you return from checkout, and a crypto deposit is credited after on-chain confirmation. A top-up still waiting to settle shows under Pending top-ups as Card or Crypto, with its start date. Your balance updates after confirmation.

3. Set a low-balance warning

In the Low-balance warning card, enter an Amount and click Save. Leave it blank to use the default, which is a percentage of your last invoice with a minimum. The card shows Currently warns below . The card applies to the USD wallet. It is shown only to roles that manage billing. Saving needs no step-up check.

You get one e-mail when the balance crosses below the threshold. You do not get another while it stays below. Recovery sends no e-mail. See Billing status, grace period and reminders.

4. Check AI credits

The AI credits card shows Monthly allotment, Used this period, Extra credits and Remaining. A custom plan can read Unlimited (custom plan). The monthly allotment resets each month in UTC. Purchased extra credits stay until used and are consumed after the monthly allotment.

When self-serve purchase is enabled for your organisation, Buy AI credits lists the available packs. One credit is 1,000 assistant tokens.

1. Click Buy credit pack on a pack and complete the step-up prompt.
2. Pay on the hosted checkout page.
3. Credits appear after payment is confirmed, on your next visit.

The buy button needs the admin role. If purchase is not enabled you see Buying AI credits isn’t available yet for this environment. Ask your account team.

5. Read and export the ledger

Recent activity lists every wallet entry. Filter by currency, entry type (Top-up, Charge, Refund, Conversion, Adjustment), direction (Credit, Debit) and a From and To date. Choose 25, 50 or 100 rows to a page. The default is 50. Columns include date, type, direction, amount, currency, provider, payment reference and memo. Click Download CSV to export the filtered view.

6. Open an invoice

Go to Backoffice → Billing & Plan → Invoices. The list shows Period, Status, Total, Issued and Due. Click Open.

An invoice for a month is created after the month ends. It combines plan, package, module, pay-as-you-go, AI-credit and speech lines in one statement. AI-credit and speech lines show consumption and carry no amount. Click Download on the detail page. It opens a print-ready page in a new tab. Use your browser’s print function to save a PDF.

Only a platform administrator, with a second administrator approving, can void or reissue an invoice.

Wallet settlement of an invoice depends on your organisation. When it is enabled, a successful debit marks the invoice Paid and a failure for insufficient funds marks it Unpaid.

7. Review reports

Go to Backoffice → Billing & Plan → Monthly Reports. The page lists past reports, up to the 50 most recent. Each row shows Period, Cadence (Monthly, Weekly or Daily), Sent, and Status:

Click Open to see the exact report that was sent. It is a stored copy, not a new calculation. Snapshot unavailable means no copy was stored for that send. A Daily Report panel lets a workspace admin opt in to a short AI-written summary that uses AI credits. It does not turn on e-mail delivery.

8. Choose who gets status reports

Go to Backoffice → Integrations & API → Status Reports.

1. Leave Send periodic status reports to workspace admins on, or switch it off. It is on by default. An opt-out always wins.
2. Optionally enter a Nominated external contact. It is an extra recipient outside your admin list.
3. Optionally enter a Display timezone, an IANA name such as Europe/Paris. It changes only how dates are shown. Blank means UTC.
4. Save and complete the step-up prompt.
5. Click Preview to render your next report with live data. Nothing is sent.

Recipients of reports and billing notices are every active workspace admin plus the nominated contact. The billing role is not a recipient by role. Nominate a finance address as the contact if finance staff need the e-mails.

A note reads Report delivery is not active yet while delivery is not enabled for your organisation. Your choice is recorded now.

Verify it works

• After a card top-up is confirmed, the wallet Balance rises and the ledger shows a Top-up credit. The pending top-up leaves the Pending top-ups card.
• A saved threshold shows Currently warns below .
• Invoices lists a row for each closed month with a status.
• Open on a report row shows the stored report.
• Status Reports shows Enabled (default) or Turned off for this workspace.

Troubleshooting

Related

• Billing status, grace period and reminders: banners, grace window and reminder schedule.
• Plans, packages and add-ons: what charges your wallet.
• Usage, quotas and metering: usage against quota.
• Roles and permissions: the billing role.
• Terms of Service: fees, billing and payment.