Manage Prepaid Account Balances

A prepaid balance works like a flight account. Customers add money up front, and you pay their invoices from it after each flight. You can see every balance in one list and collect from anyone who owes.

See all balances

Open Billing > Balances. Each row shows the customer, email, phone, and balance, with Add Credit and Activity buttons. Only admins see this tab.

Add credit for a customer

1. In Balances, click Add Credit on the customer's row.
2. Enter the Amount (USD) and pick a Source: Card on file, Card checkout, Cash, Check, Zelle, Wire Transfer, Financing, Adjustment, or Negative balance.
3. For Financing, enter the Lender name. Add a note if you like.
4. Click the button. It reads Charge card for Card on file, Start checkout for Card checkout, and Add Credit for everything else.

You can also add credit from the customer's profile under Balance > Add to balance.

Let customers add funds themselves

1. Open Billing > Settings and turn on Customers add balance. (It's also in Settings > General.)
2. Customers open Invoices > Balance, enter an amount in Add funds (USD), and click Add Funds. A preview shows any processing fee before they pay.

Pay invoices from the balance

• In the invoice composer or in Invoice Details > Collect payment, choose the balance. If the balance doesn't cover the full amount, you can charge the rest to a card or send an invoice for the remainder.
• Customers can pick Paying from balance when they open an invoice and click Pay invoice.

Collect a negative balance

1. In Balances, click Activity on the customer's row.
2. In the balance sheet, enter the Amount to charge and click Charge $X to charge their saved card.
3. Or click Send email reminder to ask them to add funds.

To fix a mistake, click Edit balance, type the New balance (use a minus sign for money owed), add a Reason, and click Save balance. Every change shows in the activity list.

Block booking on a low balance

Open Settings > Scheduling and turn on Minimum balance to book. Set the Minimum balance. Customers under that amount can't book. Admins still can.

Troubleshooting

• "No card on file. Customer needs a saved card before you can collect." Send the reminder, or request a card on file.
• "Minimum card credit is $0.50." Stripe won't charge less than that.
• "Minimum top-up amount is $100.00." Customers add at least $100 at a time. Staff can add smaller amounts with Add Credit.
• Customers don't see Add Funds. Turn on Customers add balance. When it's off, the balance still shows but adding funds is hidden.