Prepaid wallet billing for agencies: keeping cost per client predictable

Updated 2026-09-19 · 4 min read · By the Convo360 team

The billing problem agencies actually have

An agency running chatbots for ten or twenty clients does not want ten or twenty separate subscription relationships, each on its own card, its own renewal date, its own invoice. What it wants is one place to fund the whole operation, clear visibility into what each client costs, and no surprise where a client's bot goes down because a card expired quietly in the background.

A prepaid wallet model solves this by inverting the relationship: instead of each client's subscription being billed separately, the agency funds a single wallet, and each client's platform fee is deducted from that shared balance at renewal. The agency deals with one balance; each client simply keeps working without ever seeing a separate bill from the platform.

How it works, step by step

1. Top up the wallet. The agency adds funds to its prepaid wallet balance, typically via the same payment methods used for the platform itself.
2. Set per-client platform fees. Each client workspace has a monthly platform fee, which the agency has already priced into what it charges that client separately.
3. Automatic renewal deduction. On each client's renewal date, the fee is deducted from the wallet balance automatically, no manual step, no separate invoice to chase.
4. GST tax invoice per transaction. Every top-up and every renewal deduction generates its own GST tax invoice, giving a clean audit trail.
5. Low-balance alerts. The agency is notified before the balance runs low enough to risk a failed renewal.

Underneath all this sits an append-only ledger: every top-up and every deduction is recorded as its own permanent entry, nothing is edited or deleted after the fact, only new entries are added. Practically, this gives an agency two things a simple 'current balance' number cannot: a full history of exactly when and why the balance moved, and protection against the balance being spent twice by two things happening at once, a renewal and a top-up landing in the same moment, for example. It also means the wallet cannot be overdrawn. A renewal that would take the balance negative simply does not go through, and the agency is alerted instead of a client silently running on unpaid credit.

Why this beats per-client cards

Pricing your own clients on top

The wallet covers what the agency pays the platform per client workspace. It says nothing about what the agency charges its own clients. Most agencies price a management fee or markup on top of the platform's per-client cost to cover their own service (flow building, ongoing optimisation, reporting). Since partner pricing is quoted on request rather than published, agencies interested in reselling or white-labelling should reach out directly rather than assume a figure. Whatever markup is decided, keeping the platform fee and the agency's own service fee as two separate line items on the client's own invoice tends to make the relationship clearer than bundling everything into one number the client cannot break down.

Controls worth checking before you commit

• Can each client workspace be paused or closed individually without affecting the rest of the wallet?
• Is there a low-balance alert, and can it go to more than one person on the finance team?
• Does every top-up and renewal generate its own downloadable GST invoice, or only a periodic summary?
• Can staff with a finance role manage the wallet without needing full owner access to every client's flows?

Keeping the ledger honest

Because every top-up and renewal is logged with its own GST invoice, an agency's finance team can reconcile the wallet ledger the same way they would a bank statement, matching top-ups to funds received from operations, and renewal deductions to specific client workspaces. This is significantly simpler than reconciling ten to twenty separate card statements every month, and it scales the same way whether the agency has five clients or fifty. It also means that if a client ever disputes a charge, the agency can point to the exact ledger entry, top-up or renewal, date, amount and GST breakup, instead of reconstructing what happened from memory or a card statement months later.

How this works on Convo360

Convo360's wallet + GST billing system is built exactly for this: a prepaid wallet with an append-only, auditable ledger that cannot be overdrawn, automatic renewal deductions per client workspace, and a GST tax invoice issued automatically for every transaction. It is used both for direct multi-workspace customers and for partners running reseller or white-label programmes, where each client sits in its own workspace under the partner's wallet, and a dedicated finance staff role can manage top-ups and invoices without touching client flows. Partner pricing is available on request, see the reseller programme guide for how the partner track works.

Step by step

1. Estimate your monthly per-client costAdd up the platform fee for every client workspace you plan to run to size your first top-up.
2. Top up the walletFund the prepaid wallet with enough balance to cover at least one to two renewal cycles across all clients.
3. Assign each client to a workspace and plan tierSet each client up in its own workspace at the plan tier that suits their needs.
4. Set a low-balance alert thresholdConfigure an alert well before the balance would be too low to cover the next renewal cycle.
5. Reconcile monthlyMatch each GST invoice from top-ups and renewals against your own client billing to keep the ledger auditable.

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