Q: How does enterprise billing work?

Staffify offers custom enterprise billing with four modes: Deposit then Invoice (pay initial deposit, then monthly invoices for usage), Prepaid Deposit (maintain a prepaid balance with auto top-up), Security Deposit + Invoice (deposit held as security, monthly invoice billing), and Invoice Only (no deposit, monthly invoices for all usage). Custom payment terms and per-minute rates are set by your account manager.

Question 1

How does enterprise billing work?

Accepted Answer

Staffify offers custom enterprise billing with flexible options:

Four billing modes available:
1. Deposit then Invoice: Pay initial deposit, then monthly invoices for usage
2. Prepaid Deposit: Maintain a prepaid balance, auto top-up when low
3. Security Deposit + Invoice: Security deposit held, monthly invoice billing
4. Invoice Only: No deposit required, monthly invoices for all usage
Custom payment terms (Due immediately or NET 30)
Monthly spending limits set by your account manager
Custom per-minute rates based on your agreement

Contact your account manager for details about your specific billing arrangement.

Question 2

Where do I manage my billing?

Accepted Answer

Access your billing dashboard from the Billing page in the sidebar. The dashboard shows Deposit Balance, Current Spending vs spending limit, Billing Phase, Usage Breakdown (AI minutes, transfer, queue, IVR, SMS, widgets), and your Custom Rates.

Question 3

What is the balance/deposit system?

Accepted Answer

Your account balance depends on your billing mode. Prepaid Deposit deducts usage in real-time. Deposit then Invoice uses the deposit first and invoices overages. Security Deposit holds the deposit and bills monthly. Invoice Only has no deposit. Usage is charged for AI call minutes, transfer minutes, queue wait time, IVR menu time, text widget messages, recording downloads, and SMS messages.

Question 4

How do I top up my balance?

Accepted Answer

For prepaid billing modes you can add funds via card (go to Billing, click Add Funds, select amount, confirm) or via invoice (go to Billing, click Request Invoice, enter the amount needed, and an invoice will be sent to your billing email).

Question 5

What is auto top-up?

Accepted Answer

Auto top-up automatically adds funds when your balance falls below a threshold. Go to Billing, click Settings, toggle Enable Auto Top-Up, select a trigger threshold, select a top-up amount ($50, $100, $250, or $500), and click Save. Auto top-up requires a saved payment method.

Question 6

What payment methods do you accept?

Accepted Answer

We accept Visa, Mastercard, American Express, Discover, and bank transfers (for invoice payments). Card payments are processed securely through Stripe.

Question 7

How do I update my payment method?

Accepted Answer

Go to Billing, click Payment Methods, click Add Card to add a new card, enter card details via Stripe's secure form. New cards are automatically set as default. Click Set Default on another card to change default. Click the trash icon to remove a card.

Question 8

How do I view my invoices?

Accepted Answer

Go to Billing, click Invoices, view the invoice list with period, amounts, and status. Click an invoice number to view details or download the PDF. Invoice statuses are Paid (green), Open (yellow, awaiting payment), Draft (gray, not yet finalized), and Void (red, cancelled).

Question 9

How do I view usage details?

Accepted Answer

From the Billing page, click View Usage Details to see a daily usage table with columns for Date, AI Minutes, Transfer Minutes, Queue Minutes, IVR Minutes, Recording Downloads, Text Widget, SMS, and Daily Cost. Use the date range selector to view specific periods.

Question 10

What are my per-minute rates?

Accepted Answer

Your per-minute rates are custom and based on your enterprise agreement. Rate categories include AI Call Minutes, Transfer Minutes, Queue Minutes, IVR Minutes, and Text Widget Messages (per message). View your specific rates in the Billing dashboard.

Question 11

What other usage costs are there?

Accepted Answer

Beyond per-minute rates, usage may include recording downloads (per-file charge), SMS messages for appointment confirmations, and text widgets (0.03 euros/msg default). Your specific rates are outlined in your enterprise agreement.

Question 12

What are billing alerts?

Accepted Answer

Configure alerts to stay informed: Usage Alert Threshold notifies you when spending reaches a certain amount, Low Deposit Alert notifies you when deposit balance falls below a threshold, and Spending Limit Warnings notify you at 70%, 80%, and 90% of your limit. Configure these in Billing > Settings.

Question 13

What happens if I exceed my spending limit?

Accepted Answer

If you have a spending limit configured, you receive warning notifications at 70%, 80%, and 90% of the limit. At 100%, services may be paused until resolved. Contact your account manager to increase limits or add funds before reaching the limit.

Question 14

What happens if my payment fails?

Accepted Answer

If a payment fails, we retry automatically after 24 hours. If the retry fails, we notify you and your account manager. You have 7 days to update your payment method or resolve the issue. After 7 days, services may be suspended.

Question 15

How do I request changes to my agreement?

Accepted Answer

To modify your enterprise agreement (rates, limits, resources), contact your dedicated account manager, discuss your updated requirements, and your account manager will prepare an amendment. Changes take effect upon mutual agreement. Common changes include increasing AI Agents, adjusting minute packages, or modifying spending limits.

Question 16

How do I contact billing support?

Accepted Answer

For billing questions: contact your dedicated account manager as the primary option, email support@staffifyai.com, or use the contact form at staffifyai.com/contact. Include your company name and specific billing question for fastest response.

Enterprise Billing