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.
How the threshold is read
Section titled “How the threshold is read”A profile’s Threshold Value is the headroom left before the Reference Limit. That reading applies to both threshold types, and to prepay and post-pay customers alike.
So Percent of Limit set to 20 tops the customer up with a fifth of the limit still to go, not as soon as a fifth has been used.
Two things worth checking:
- Review any Percent of Limit profile, because post-pay customers top up later under this reading than they used to.
- A customer whose chosen Reference Limit is blank is not treated as having a limit of zero, and is not topped up at all.
Watching top-ups
Section titled “Watching top-ups”Where the CRM is in use with the Credit Control section, three worklists show what the top-up engine is doing: Recent Auto-topups, Auto-topups Near Trigger and Auto-topup Issues, the last of which names the specific configuration or payment-method fault stopping a profile collecting. See Credit limits and auto-topups.
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 | Both types set a threshold below the selected Reference Limit: Absolute Amount by a fixed sum, Percent of Limit by a proportion of that limit. |
| Threshold Value | Headroom remaining when the top-up should fire: an amount for Absolute Amount (threshold = Reference Limit − this value), or a percentage of the Reference Limit for Percent of Limit. A higher value tops up sooner. |
| Reference Limit | Limit used when calculating the trigger threshold (and the Topup Reference Limit when applicable). Customers with this limit left blank are never topped up. |
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