Skip to main content
Auto recharge creates a top-up when a program’s available funds fall below its recharge threshold. The top-up restores the program to its target balance after payment settles.
Only Organization Admins can change a program’s funding method, recharge rule, or balance. If these controls are missing, Program Balance may not be enabled for your organization.

​
Open the Balance tab

  1. Go to Program manager → Programs.
  2. Open a program.
  3. Select Balance.

​
Choose a funding method

In Payment details, click Edit and choose how the program is funded: Go to Billing → Payment methods to add or manage a card or bank account. You can also add a payment method while making a manual top-up.

​
Turn auto recharge on or off

Use the switch on the Auto recharge card.
  • On — the platform checks the recharge rule once each day at 12:00 AM UTC and starts a top-up when needed.
  • Off — automatic top-ups stop. Manual top-ups and other billing activity still work.
Turning auto recharge off does not cancel an existing bill or a payment that is already processing.

​
Edit the recharge rule

Auto recharge must be on before you can edit the rule.
  1. On the Auto recharge card, click Edit.
  2. Enter the Recharge threshold. Available funds must fall below this amount before a top-up starts.
  3. Enter the Target balance. This must be at or above the recharge threshold.
  4. If the program uses Invoice funding, choose the organization’s default PO or enter a custom PO for future automatic top-up invoices.
  5. Choose whether to Send recharge alert email.
  6. Click Save.
Both the recharge threshold and target balance are required. For a program funded in advance, Organization Admins can enter values at or above $0. A negative threshold is a BIA limit and can only be approved and changed by iQpay.

​
Target balance modes

Most programs use a fixed target balance that you enter yourself. Two other modes exist, and the Balance tab shows which one a program uses: Contact iQpay support at (888) 253-5667 to change a program’s target balance mode. Whichever mode applies, a top-up never targets less than the recharge threshold.
When iQpay transitions an existing program to Program Balance, it initially sets the Target balance from the prior 21 days of net card activity and the Recharge threshold from the prior 7 days. Returns and voids offset purchases in each window. Neither value starts below $0, and the Target balance is kept at or above the Recharge threshold. An Organization Admin can edit these initial values later.

​
Recharge alert emails

The optional alert sends once when the balance enters the warning range, which starts at 10% above the recharge threshold. For example, a $10,000 threshold warns at $11,000. The warning does not create the top-up. A top-up starts only after the balance falls below the recharge threshold. The alert can send again after the balance first recovers above the warning range and later enters it again. Organization Admins receive platform notifications automatically. To add shared inboxes, go to Workspace → Settings and update Platform notification emails. Separate multiple addresses with commas.
The platform also sends a notification whenever an automatic top-up starts. That message is separate from the optional advance warning.

​
How an automatic top-up works

  1. At 12:00 AM UTC each day, the platform checks the program’s available funds against the recharge threshold.
  2. When available funds are below the threshold, it calculates the amount needed to reach the target.
  3. Funding that is already billed or processing is subtracted so it is not requested twice.
  4. iQpay creates a top-up bill and uses the program’s saved funding method. If no chargeable saved method is selected, it sends an invoice.
  5. The Program Balance increases after payment succeeds and settles.
The amount is calculated as: Top-up amount = Target balance − Available funds − Funding already in motion Automatic top-up invoices are due on receipt. An open automatic top-up bill normally remains the active collection bill. If the balance keeps falling, the first daily check after that bill’s follow-on window has passed can create a follow-on bill for only the remaining shortfall. Open bills and processing payments are still subtracted from that amount. The follow-on window is a per-program setting of 1, 7, or 30 days. New programs use 30 days. Contact iQpay support at (888) 253-5667 to change it.

​
Add funds manually

Manual top-ups work even when auto recharge is off.
  1. On the Balance tab, find Manual top-up.
  2. Click Top-up.
  3. Choose Invoice, Credit card, or ACH.
  4. Enter a fixed top-up amount of at least $0.50.
  5. For an invoice, use the organization’s default PO or enter a one-time custom PO.
  6. For a credit card or ACH top-up, choose or add a payment method. If you choose a different saved method, it becomes the program’s funding method.
  7. Submit the top-up.
The top-up bill appears in the Top-up bills table. Invoice payments show a hosted invoice when it is ready. Card and ACH payments show a receipt when one is available. The balance increases only after payment settles.

​
If funds run low

For a program funded in advance, an order that would take the program below $0 is declined at placement. If later redemptions or fees still push it below $0, a 10-day grace period starts. Scheduled sends keep going out during the grace period and pause only if the balance is still below $0 when it ends. Cards due in a paused send are held pre-send, not cancelled, and cards members already have keep working. Add funds to recover the balance. The funding pause lifts automatically after the balance returns to $0 or above. See Billing & Payments for the full rules.