> ## Documentation Index
> Fetch the complete documentation index at: https://resources.iqpay.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Billing & Payments

> How your Program Balance works, when invoices are sent, and how to manage payments.

Your organization has a **Program Balance** — platform credits used to cover actions in the iQpay system. Two types of activity reduce it:

| Activity        | Description                                                                               |
| --------------- | ----------------------------------------------------------------------------------------- |
| **Redemptions** | When members use their cards at checkout                                                  |
| **Fees**        | Platform and program fees charged to your account -- see [Fee Types](/platform/fee-types) |

## Program Balance

Your Program Balance is the running total of funds available for your program. iQpay monitors it against a **Recharge threshold** — a level set for your account. When your balance drops to that level, iQpay automatically generates a **Top-Up Bill**.

Once the bill is paid, your balance is restored to your **Target Balance**.

<Steps>
  <Step title="Balance drops to the Recharge threshold">
    iQpay detects that your Program Balance has reached the threshold.
  </Step>

  <Step title="Top-Up Bill is sent">
    A bill is automatically generated for the amount needed to bring your balance back to your Target Balance.
  </Step>

  <Step title="Payment is collected">
    Payment happens one of two ways, depending on your account setup:

    * **Automated** — your saved payment method (ACH or credit card) is charged through Stripe
    * **By invoice** — an invoice is emailed to your billing contact for payment
  </Step>

  <Step title="Balance is restored">
    Your Program Balance returns to your Target Balance.
  </Step>
</Steps>

Top-Up Bills are due on receipt, unless your program proposal says otherwise.

For a full walkthrough of the balance screens, see [Program Balance](/platform/program-balance), [Auto-Recharge](/platform/auto-recharge), [Balance History](/platform/balance-history), and [Invoices](/platform/invoices).

### Negative Program Balance

By default, your Program Balance must stay positive. A balance can still go negative — for example, if redemptions or fees exceed available funds before a Top-Up Bill is paid.

**To run a program with a negative balance, you must be approved by iQpay.** Reach out to your iQpay representative to request a Negative limit. Once approved, your balance can go negative down to that level before a Top-Up Bill is sent.

**Example:** Your Negative limit is -\$100,000. When your balance reaches -\$100,000, a Top-Up Bill is sent to bring it back to \$0.

**Keep Top-Up Bills current.** If three or more Top-Up Bills are outstanding on an approved program, card sends for that program are paused until the bills are settled. This message shows on the program page:

> Program sends are paused because too many recharge invoices are outstanding. Settle the outstanding recharge invoices to resume sends.

**The 10-day rule also applies to approved programs.** On an approved program, the clock measures time the balance spends below the Negative limit — not \$0. If the balance stays below the Negative limit for more than 10 days, card sends pause automatically until the balance is back at or above the Negative limit. The Recharge threshold does not start this clock — it only triggers top-ups. This rule is independent of the outstanding Top-Up Bills rule — either one can pause sends on its own.

If a program goes negative **without** approval:

1. You have 10 days to restore the balance. Fund the program to bring it back to \$0 or above.
2. If the balance stays negative for more than 10 days, new card sends for that program are paused automatically, and iQpay pauses all restricted cards on the program. Members cannot use their cards until the outstanding bill is paid and the balance is restored.

When sends are paused, this message shows on the program page:

> Program sends are paused because Program Balance is negative. Recharge the program or enable negative Program Balance to resume sends.

The send pause lifts on its own once the balance is back to \$0 or above.

<Warning>
  While restricted cards are paused, members cannot spend — even cards that were already delivered. Keep your balance funded to avoid interruptions.
</Warning>

## Managing Billing

From the **Billing** section in the sidebar you can view and manage financial activity for your organization.

| Section             | What you can do                                                                     |
| ------------------- | ----------------------------------------------------------------------------------- |
| **Payment methods** | Add or update how you pay (powered by Stripe)                                       |
| **Invoices**        | View and track all bills sent to your account -- see [Invoices](/platform/invoices) |
| **Claims**          | Track billing claims for card activity and their status                             |

To see a program's balance and activity, open the program and use its **Balance** and **History** tabs -- see [Program Balance](/platform/program-balance). To see how members are using their cards, go to **Card management → Redemptions**.