Auto Top-up Profiles
An auto top-up profile keeps a customer’s balance topped up without anyone having to watch it. When the balance drops below a level you set, the platform tops it up and can follow up automatically.
Overview
Section titled “Overview”Auto top-up profiles suit customers who pay in advance and draw their balance down with usage. Instead of chasing them when funds run low, you let a profile handle it:
- The customer’s balance drops below the trigger threshold.
- The platform applies the top-up amount.
- It runs any follow-up actions you have set, such as raising an expected payment, sending correspondence, or collecting via the customer’s payment method.
You set up one profile for each top-up pattern, then assign it to the customers who should use it.
Where Profiles Are Used
Section titled “Where Profiles Are Used”- Customers are linked to an auto top-up profile so the platform knows when and how to top them up.
- The follow-up actions tie into Expected Payments, Correspondence, and automated collection via Direct Debit or card.
Key Fields
Section titled “Key Fields”Auto Topup Profile Name
Section titled “Auto Topup Profile Name”Identification and availability settings for the profile.
| Field | Description |
|---|---|
| Auto Topup Profile Name | Display name shown in lists and on the customer. |
| Description | Optional description of when to use this profile. |
| Enabled | Only enabled profiles are applied to customers. |
Trigger Settings
Section titled “Trigger Settings”Conditions under which a top-up is triggered.
| Field | Description |
|---|---|
| Trigger Basis | Which balance to compare against the threshold: Outstanding, Overdue, or Unbilled Calls (approximation until invoiced). |
| Threshold Type | Absolute Amount is offset from the selected Reference Limit; Percent of Limit uses that limit as the 100% basis. |
| Threshold Value | For Absolute Amount, the threshold is (Reference Limit − this value). |
| Reference Limit | Limit used when calculating the trigger threshold (and the Topup Reference Limit when applicable). |
Topup Amount
Section titled “Topup Amount”How the top-up amount is calculated.
| Field | Description |
|---|---|
| Topup Mode | Fixed Amount adds a specific monetary amount. To Percent Of Limit tops up to reach the chosen percentage of the selected limit. |
| Topup Value | Amount to add (Fixed Amount) or target percentage (To Percent Of Limit). Customer-level auto topup amount overrides this with a fixed amount. |
| Topup Reference Limit | Limit used when Topup Mode = To Percent Of Limit. Defaults to Reference Limit when not set. |
Actions
Section titled “Actions”Actions to take when a trigger occurs.
| Field | Description |
|---|---|
| Auto-Collect Payment | When Yes, create a Payment if the customer’s payment method allows automatic collection. |
| Correspondence: EP Only | Correspondence to create when only an Expected Payment is created. |
| Correspondence: Card Payment | Correspondence to create when a Payment Card payment is created. |
| Correspondence: Direct Debit Payment | Correspondence to create when a Direct Debit payment is created. |
Scope & Limits
Section titled “Scope & Limits”Optional scoping to a specific customer and safety window between top-ups.
| Field | Description |
|---|---|
| Min Days Between Topups | Cooldown window based on Expected Payment creation date. 0 means evaluate every day. |
| Customer | Optional: restrict this profile to a single customer. |
The fields fall into clear groups:
- Trigger Settings decide when a top-up happens, based on the balance threshold.
- Topup Amount sets how much is added when the trigger fires.
- Actions choose what happens next: create an expected payment, send correspondence, or collect automatically.
- Scope & Limits cap how often or how much a profile tops up, so a runaway balance can’t trigger endless top-ups.
Managing Auto Top-up Profiles
Section titled “Managing Auto Top-up Profiles”Adding a Profile
Section titled “Adding a Profile”- Open the Auto Top-up Profiles list.
- Click “Add Auto Topup Profile”.
- Set the trigger threshold and the top-up amount.
- Choose the follow-up actions and any limits.
- Save.
Assigning a Profile
Section titled “Assigning a Profile”Link the profile to the customers who should use it. The platform then monitors their balances and tops them up against the profile’s rules.
Access
Section titled “Access”- Permission: Users need the Auto Top-up Profiles permission to view or edit profiles.
Related
Section titled “Related”- Expected Payments: one of the follow-up actions a top-up can trigger.
- Working with Payments: how payments are recorded and allocated.
- Direct Debit Accounts and Payment Cards: the methods used for automated collection.
Want prepaid balances that top themselves up before they run dry? see how SAFE Billing Platform automates top-ups