Top up your balance
Most organisations pay in advance. You add money to a balance, and every card is paid from it. Owners, Admins and Approvers can request a top-up in Billing.
How prepaid billing works
When an item becomes ready to print, its price is reserved on your balance. At the cutoff of the production run the reservation becomes a charge. If you cancel the item before the cutoff, the reservation is released again. Test items are always free.
Your billing mode is set by PostBuddy and shown on the Overview tab:
| Mode | What it means |
|---|---|
| Prepaid balance | The unit price is reserved when an item becomes ready and charged at the cutoff. |
| Trial | Items are free within the trial allowance; afterwards the prepaid rules apply. |
| Invoiced monthly | Charges are invoiced monthly within a credit limit. You do not top up. |
Request a top-up
- Open Billing and choose Request a top-up.
- Enter the Amount (EUR). The minimum is EUR 5.
- Choose Request. The Transfer instructions appear with the beneficiary, IBAN, amount and a reference.
- Transfer the amount from your bank and quote the reference.
Your balance is updated once PostBuddy registers the payment. You receive a notification, and a top-up invoice appears under Invoices on the Overview tab.
Always quote the reference. Without it the transfer cannot be matched to your organisation automatically.
The Payments tab lists your requests. Choose Cancel payment to withdraw a request you no longer need.
When the balance runs out
An item that cannot be paid stays Held with the message "Waiting for funds". Owners and Admins get a notification. After your top-up is registered, PostBuddy picks up the waiting items again by itself.
Set a low balance alert. On the Overview tab, open the balance and fill in Threshold (EUR) under Low balance notification. Owners and Admins are notified when the available balance drops below it.
The Ledger tab shows every reservation, charge, refund and payment, newest first.
Open a support ticket in the portal. Tell us what you tried and, if you can, which item or Postbatch it is about.