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Credits & Credit-Based Billing

How to use and manage the credit system for flexible service billing

Credits & Credit-Based Billing

Learn how to use the credit system to offer flexible, pay-as-you-go billing for your services and manage credit allocation for your clients.

Overview

The Credits System provides a flexible billing model where clients purchase credit packages and spend credits as they use services. This model works well for agencies offering various services with different resource requirements.

Key Features

  • Credit Packages: Pre-defined credit bundles clients can purchase
  • Credit-Based Services: Services that consume credits per use
  • Credit Balance: Track available credits per client/organization
  • Credit History: Complete transaction history
  • Credit Expiration: Optional expiration dates for credits
  • Credit Rollover: Unused credits can roll over (if enabled)
  • Usage Tracking: Monitor credit consumption per service
  • Top-ups: Allow clients to purchase additional credits

Benefits

For Agencies:

  • Predictable revenue from credit sales
  • Flexible service pricing
  • Reduced billing complexity
  • Encourage advance purchases
  • Better cash flow management

For Clients:

  • Pay for what you use
  • Flexibility in service selection
  • Advance credit purchase discounts
  • Easy budget management
  • No per-service invoicing

Prerequisites

Module Requirements

  • Credit System Module: Must be enabled in workspace settings
  • Billing Module: Required for credit purchases
  • Payment Integration: Stripe or manual payment processing configured

Plan Requirements

  • Credit billing typically requires Plus plan or higher
  • Check your workspace plan features

How Credits Work

Credit Flow

  1. Purchase: Client buys credit package
  2. Allocation: Credits added to organization balance
  3. Consumption: Service usage deducts credits
  4. Tracking: All transactions recorded
  5. Renewal: Client can purchase more credits as needed

Credit-Based vs. Standard Services

Credit-Based Services:

  • Cost defined in credits (e.g., 5 credits per use)
  • Deducted from client's credit balance
  • No individual invoicing per use
  • Immediate consumption tracking

Standard Services:

  • Cost defined in currency (e.g., $100)
  • Invoiced separately
  • Traditional payment flow
  • Per-transaction billing

Creating Credit Packages

Package Setup

  1. Navigate to Top-ups/Credits

    • Go to Top-ups in main navigation
    • Click Create Top-up Package

  2. Package Details

    Required Information:
- Package Name: Descriptive name (e.g., "Starter Credit Pack")
- Credits Included: Number of credits in package
- Price: Cost of the package
- Currency: Billing currency

Optional Information:
- Description: Package details and benefits
- Expiration: Credit expiration period (days)
- Is Active: Enable/disable package
- Featured: Highlight as recommended option

  3. Pricing Strategy

    • Create tiered packages (Small, Medium, Large)
    • Offer volume discounts on larger packages
    • Set strategic pricing per credit
    • Consider promotional packages

Example Credit Packages

Starter Package:

  • 100 credits for $99
  • $0.99 per credit
  • 90-day expiration
  • Best for occasional users

Professional Package:

  • 500 credits for $449
  • $0.898 per credit (10% discount)
  • 180-day expiration
  • Most popular option

Enterprise Package:

  • 2000 credits for $1,599
  • $0.80 per credit (20% discount)
  • 365-day expiration
  • Best value for frequent users

Creating Credit-Based Services

Service Configuration

  1. Create New Service

    • Go to Services > Create Service
    • Choose service type (one-time or recurring)

  2. Select Credit-Based Pricing

    • In pricing section, select Credit-Based
    • Enter credit cost per use
    • Configure service details as normal

  3. Credit Requirements

    Credit Cost Settings:
- Credits Per Use: Number of credits consumed
- Request Limit: Maximum requests allowed
- Description: What credits cover
- Service Details: Standard service configuration

Service Examples

Logo Design Service:

  • 25 credits per logo
  • 1 request at a time
  • Includes 3 revision rounds
  • 5-7 day delivery

Blog Post Writing:

  • 15 credits per 1000 words
  • Unlimited concurrent requests
  • SEO optimization included
  • 3-day turnaround

Social Media Graphics:

  • 8 credits per graphic
  • Up to 5 concurrent requests
  • Multiple formats included
  • Next-day delivery

Credit Allocation

Organization Credit Balance

Credits are allocated at the Organization level, meaning:

  • All clients in an organization share credit balance
  • Organization owner manages credits
  • Credit purchases increase organization balance
  • Service usage deducts from organization balance

Checking Credit Balance

For Team Members:

  1. View client/organization profile
  2. See current credit balance
  3. View credit transaction history
  4. Monitor credit usage patterns

For Clients:

  1. Go to Credits in client portal
  2. View available credit balance
  3. See credit transaction history
  4. Purchase additional credits

Credit Visibility

What Clients See:

  • Current credit balance
  • Credit expiration dates
  • Transaction history
  • Available credit packages
  • Purchase options

Using Credits

Automatic Credit Deduction

When Creating Request:

  1. Client selects credit-based service
  2. System checks available credit balance
  3. If sufficient credits available:
    • Request is created
    • Credits are immediately deducted
    • Balance updated
    • Transaction recorded
  4. If insufficient credits:
    • Error message displayed
    • Option to purchase more credits
    • Request not created

Manual Credit Adjustment

Team Members Can:

  1. Add credits manually (bonus credits, corrections)
  2. Deduct credits (adjustments, penalties)
  3. Transfer credits between organizations
  4. Refund credits

Adding Credits Manually:

  1. Go to organization profile
  2. Click Add Credits
  3. Enter credit amount
  4. Add description/reason
  5. Save transaction

Deducting Credits:

  1. Go to organization profile
  2. Click Deduct Credits
  3. Enter credit amount
  4. Provide reason
  5. Confirm deduction

Credit Transactions

Transaction Types

Purchase:

  • Client buys credit package
  • Credits added to balance
  • Payment processed
  • Confirmation sent

Usage:

  • Service request created
  • Credits consumed
  • Balance reduced
  • Usage recorded

Manual Addition:

  • Team adds bonus credits
  • Promotional credits
  • Correction credits
  • Compensation credits

Manual Deduction:

  • Adjustment for errors
  • Penalty deductions
  • Correction for over-allocation
  • Credit recalls

Expiration:

  • Expired credits removed
  • Notification sent before expiration
  • Grace period (if configured)
  • Expiration recorded

Refund:

  • Credit refund processed
  • Balance reduced
  • Payment refunded
  • Transaction recorded

Transaction History

Viewing History:

  1. Go to organization/client profile
  2. Navigate to Credits tab
  3. View complete transaction log
  4. Filter by transaction type
  5. Export history if needed

Transaction Details:

  • Date and time
  • Transaction type
  • Credit amount (+ or -)
  • New balance after transaction
  • Description/reason
  • Related service or package
  • Processing team member

Credit Expiration

Expiration Settings

Configuration Options:

  • No expiration (credits never expire)
  • Package-level expiration (per credit package)
  • Global expiration (workspace default)
  • Rolling expiration (from purchase date)

Expiration Management:

  1. Set expiration in credit package
  2. Clients notified before expiration
  3. Warning emails sent (e.g., 30, 7 days before)
  4. Expired credits automatically deducted
  5. Expiration transaction recorded

Best Practices for Expiration

  1. Clear Communication: Inform clients of expiration policy
  2. Generous Periods: Give adequate time to use credits (90-180 days)
  3. Reminders: Send multiple expiration warnings
  4. Grace Period: Consider small grace period
  5. Exceptions: Have policy for special circumstances

Credit Packages & Discounts

Volume Discounts

Discount Strategies:

  • Tiered pricing (more credits = better rate)
  • Percentage discounts on larger packages
  • Bonus credits (buy 100, get 110)
  • Promotional packages for special occasions

Promotional Packages

Creating Promotions:

  1. Create limited-time credit package
  2. Set discounted price
  3. Add promotional description
  4. Set start and end dates
  5. Feature on client portal
  6. Send announcement to clients

Promotion Ideas:

  • New year credit sale
  • Anniversary bonus credits
  • Referral bonus credits
  • Loyalty rewards
  • First purchase discount

Credit Reports & Analytics

Usage Analytics

Track Credit Metrics:

  • Total credits sold
  • Total credits consumed
  • Average credits per client
  • Most popular credit-based services
  • Revenue from credit sales

Client Analytics:

  • Credit purchase patterns
  • Usage frequency
  • Average transaction size
  • Credit balance trends
  • Expiration rates

Financial Reports

Credit Revenue:

  • Total credit sales by period
  • Revenue per credit package
  • Average package price
  • Credit redemption rates
  • Outstanding credit liability

Service Performance:

  • Credits consumed per service
  • Most popular credit-based services
  • Service profitability in credits
  • Usage patterns

Client Experience

Purchasing Credits

Purchase Flow:

  1. Client logs into portal
  2. Navigates to Credits or Top-ups
  3. Selects credit package
  4. Proceeds to checkout
  5. Completes payment
  6. Credits immediately added to balance
  7. Confirmation email received

Using Credits

Request Creation:

  1. Client chooses credit-based service
  2. System shows credit cost
  3. System displays current balance
  4. Client confirms request
  5. Credits automatically deducted
  6. Request created successfully

Balance Monitoring

Client Dashboard:

  • Current credit balance displayed
  • Recent transaction history
  • Upcoming expirations
  • Quick purchase links
  • Usage statistics

Best Practices

Credit System Management

  1. Clear Pricing: Make credit value clear to clients
  2. Simple Math: Use round numbers for credit costs
  3. Package Options: Offer 3-5 different package sizes
  4. Expiration Policy: Be fair and communicate clearly
  5. Regular Promotions: Keep clients engaged with deals

Client Communication

  1. Explain Value: Help clients understand credit benefits
  2. Balance Alerts: Notify when balance is low
  3. Expiration Warnings: Give advance notice
  4. Purchase Reminders: Suggest timely top-ups
  5. Usage Reports: Show how credits are being used

Pricing Strategy

  1. Competitive Rates: Research market pricing
  2. Volume Incentives: Reward larger purchases
  3. Service Alignment: Price services appropriately in credits
  4. Regular Review: Adjust pricing based on costs
  5. Bundle Deals: Create attractive packages

Financial Management

  1. Liability Tracking: Monitor outstanding credit balances
  2. Expiration Policy: Have clear expiration rules
  3. Refund Policy: Establish credit refund guidelines
  4. Revenue Recognition: Properly account for credit sales
  5. Audit Trail: Maintain complete transaction records

Troubleshooting

Common Issues

Insufficient Credits Error

  • Check client's current balance
  • Verify service credit requirements
  • Suggest credit purchase
  • Review recent transactions
  • Check for expired credits

Credits Not Applied After Purchase

  • Verify payment was processed
  • Check transaction status
  • Refresh client balance
  • Review payment confirmation
  • Contact payment processor if needed

Credit Deduction Issues

  • Verify service is credit-based
  • Check credit calculation
  • Review transaction history
  • Test with manual deduction
  • Check workspace configuration

Balance Discrepancies

  • Audit transaction history
  • Check for duplicate transactions
  • Verify expiration events
  • Review manual adjustments
  • Generate balance reconciliation report

Configuration Issues

Module Not Available

  • Verify credit module is enabled
  • Check workspace plan features
  • Review module permissions
  • Contact support for activation

Credit Packages Not Showing

  • Check if packages are marked as active
  • Verify show_in_catalog setting
  • Check client portal visibility
  • Review package configuration

Service Credit Setup

  • Ensure service pricing type is "credit_based"
  • Verify credit amount is set
  • Check service is active
  • Test with different service

Getting Help

For credit system issues:

  1. Check module is enabled in workspace settings
  2. Verify billing integration is configured
  3. Review credit package and service setup
  4. Test credit purchase and usage flow
  5. Check transaction logs for errors
  6. Contact support for complex issues

Taxes

Configure tax rates, defaults, and tax settings for invoices and checkout

Top-ups

Create credit packages clients can purchase to add balance