Billing Preferences, Reports, and Wallet
Billing preferences help your firm understand usage, receive reports, and manage spending controls. Most billing settings are managed from Company Settings -> Billing and Reports and require admin access.
What You Can Manage
Depending on your account setup, the billing area can show:
- current month usage
- projected monthly usage
- primary billing contact
- billing mode
- monthly spending cap status
- billing and usage reports
- scheduled billing emails
- wallet balance and refill settings
- wallet refill history
- billing alert recipients
If you do not see a billing option, your role may not have permission or the feature may not be enabled for your company.
Primary Billing Contact and Billing Mode
Use Billing Preferences to choose the primary billing contact for your company. This contact receives billing alerts and scheduled billing reports by default.
Billing mode controls how your company pays for eligible usage. Depending on your setup, your account may use Monthly Invoice or Refillable Wallet. Monthly Invoice tracks usage for invoicing, while Refillable Wallet uses a wallet balance and refill workflow.
Current Month Usage
The billing page summarizes the current month so admins can monitor spend before the month closes.
Common usage fields include:
- Spent this month — usage already accumulated in the current billing period.
- Projected total — estimated total usage for the month based on current activity.
- Cap — the monthly spending cap if one is enabled.
- Usage status — whether the account is within cap, near cap, or has reached the cap.
When a monthly spending cap is reached, campaigns can pause until the cap is raised or removed.
Billing Reports
Billing reports help your team review usage by month, date range, and AI Agent.
To access reports:
- Open Company Settings.
- Go to Billing and Reports.
- Select the report date range or month.
- Optionally filter by AI Agent.
- Open or download the report.
Reports can include usage such as calls, messages, successful calls, conversions, self-healing activity, courtesy credits, and related cost details. CSV exports can include campaign names so your team can sort usage by campaign.
For a step-by-step reporting walkthrough, see Billing & Usage Reports. For Voice AI call rounding and call-screening examples, see Voice AI Call Duration Billing.
Courtesy Credits
Courtesy credits are managed by the Kayse billing team. If a courtesy credit applies to a billing period, it can appear in billing totals and reports as a separate credit amount.
Scheduled Billing Emails
You can schedule billing reports to send automatically.
- Go to Company Settings -> Billing and Reports -> Scheduled Billing Emails.
- Turn on Enable scheduled emails.
- Choose Daily, Weekly, or Monthly delivery.
- Add any extra recipients if needed.
- Save the schedule.
Scheduled reports send to the primary billing contact and any additional recipients configured for the company.
Spending Caps and Alerts
Monthly spending caps help prevent unexpected usage. When a cap is enabled, Kayse tracks current and projected spend against the configured limit.
Admins can also use billing alerts:
- 80% threshold alert warns the billing contact and configured recipients before the cap is reached.
- Cap reached alerts stay on so the team knows when campaign activity is paused by the cap.
- Payment failed alerts stay on so billing issues can be resolved quickly.
Additional alert recipients can be added as one email address per line.
Refillable Wallet
Some companies use a refillable wallet billing mode. The wallet stores a balance that is used for eligible Kayse usage. When the balance drops to the configured threshold, the account can be queued for refill processing.
Wallet settings can include:
- Refill amount — the amount added during a refill.
- Refill threshold — the balance level that triggers refill attention.
- Current balance — the wallet balance available now.
- Low balance alert — the balance where Kayse sends a warning.
- Estimated days until refill — an estimate based on usage.
- Refill pending — whether a refill request is waiting to be processed.
Low balance warnings can notify the client when the wallet reaches 30% of the refill amount. Refill processed notifications can confirm when support processes a manual refill.
Wallet Refill History
When wallet mode is active, the billing page can show refill history. Each row includes the transaction type, date, amount, and balance after the transaction.
Use refill history to understand when wallet funds were added or adjusted and how the balance changed over time.
Best Practices
- Review usage weekly when launching high-volume campaigns.
- Add more than one billing alert recipient so notifications are not missed.
- Use scheduled reports for finance or operations review.
- Set spending caps high enough for planned campaign volume but low enough to catch unexpected usage.
- Check wallet refill history after manual refill processing.