Manage payments

How invoicing, payment collection, and payouts work for hosting providers and hosted customers.

Hosting providers

For hosting providers (Host OS)

Generating invoices

Invoices are generated monthly for each active contract. You can trigger generation manually or run a batch for all customers at once.

Manual generation — single customer:

1. Navigate to Host OS → Invoices and click Generate Invoices.
2. Preview the invoice line items for the selected customer and billing period.
3. Click Issue Invoice to finalize and send.

Batch generation — all customers:

1. Open batch generation

   On the Invoices page, click Run Batch Generation.

2. Configure the batch

   In the dialog that appears:

   • Billing Period — select the calendar month to invoice (e.g., March 2025)
   • Customer — choose All Customers or a specific customer
   • Skip customers with existing invoices — keeps enabled to avoid generating duplicates for customers who already have an issued, pending, or paid invoice for the period
3. Review auto-send setting

   The dialog shows whether auto-send is enabled for your organization:

   • Auto-send on — invoices are emailed to customers immediately on generation
   • Auto-send off — invoices are created as drafts; you review and send them manually

   To change this setting, go to Host OS → Settings → Billing.

4. Run the batch

   Click Preview (1 Invoice) to generate a single invoice first and review the output before committing the full batch. When you’re satisfied, click Generate All.

   The batch runs in the background. The invoice list refreshes automatically when the job completes.

Invoice statuses

Status	Meaning
Draft	Not yet sent to the customer
Issued	Sent and awaiting payment
Paid	Payment received in full
Overdue	Past due date with no payment
Held	Customer is in default or has a billing hold — not emailed
Written Off	Debt forgiven
Cancelled	Invoice voided

You can update the status of one or more invoices in bulk from the invoices table using the Set Status dropdown.

Reviewing an invoice before sending

Click any invoice in the list to open the Invoice Detail dialog. Review:

• Line items and the billing method used (metered kWh, calculated, or hash-derived)
• kWh total and the variance percentage compared to PDU meter readings (shown color-coded: green < 5%, yellow < 20%, red ≥ 20%)
• Taxes, discounts, and credits applied

Edit any line items that need adjustment before sending.

Accepting payment

Customers pay through the Customer Portal. The platform supports:

ACH bank transfer

No fee. Bank account linked via Plaid. Recommended for recurring monthly payments. Enable ACH on your organization in Settings → Billing.

Credit card

Processing fee applies (passed to the customer or absorbed, depending on your settings). Processed via Stripe.

Bitcoin

Small network fee. Processed via NowPayments. Converted to your settlement currency automatically.

USDC / USDT

Small network fee. Processed via NowPayments. Stablecoin payments settle to your account without conversion volatility.

Setting up auto-pay for customers

Customers can enable auto-pay from their portal once they have a payment method on file. When auto-pay is active, outstanding invoices are charged automatically on the due date.

To check whether a specific customer has auto-pay configured, open the customer detail page and go to the Billing tab.

Handling failed payments and delinquent accounts

When a payment fails:

1. The platform automatically retries the charge on a schedule.
2. If retries are exhausted, the invoice status moves to Overdue.
3. RevenueGuard flags the customer account. Future invoices are generated with Held status and are not emailed until the outstanding balance is resolved.

To manually resolve a delinquent account:

1. Navigate to the customer detail page → Billing tab.
2. Apply a credit, write off the balance, or mark the invoice as paid after collecting out-of-band.
3. Re-enable normal billing by clearing the hold in Account Settings.

Viewing financials and payouts

Navigate to Host OS → Financials to see your financial position for any period.

Use the period selector to view Monthly, Quarterly, or Yearly summaries. The current period shows projected month-end estimates based on elapsed time.

The financials dashboard includes:

• Revenue tab — Gross revenue, net revenue, and a breakdown by billing method
• Expenses tab — Energy COGS (using per-site rates), platform fees, and discounts/credits applied
• Receivables tab — Aging schedule showing how much is current, 30-, 60-, and 90-days overdue
• Tax tab — Sales tax collected, use tax liability, and marketplace sales tax

You can add manual entries (one-time adjustments, repairs income, deposits) directly from the Financials page using Add Manual Entry.

Hosted customers

For hosted customers (Customer Portal)

Viewing your invoice

Navigate to Billing → Invoices to see all invoices your hosting provider has issued to you.

Click any invoice to view:

• The billing period it covers
• Line items showing energy consumption (kWh) and rate ($/kWh)
• Taxes and any credits applied
• The total amount due and the due date

You can download a PDF copy of any invoice for your records.

Paying with ACH (bank transfer)

ACH is the recommended payment method — it has no transaction fee and integrates directly with your bank account.

1. Open the Payments page

   Navigate to Payments in the Customer Portal.

2. Link your bank account

   In the Bank Accounts section, click Link Bank Account. This opens a Plaid connection window where you log in to your bank and authorize the link.

   Plaid uses read-only access to verify your account — it cannot initiate transactions without a separate authorization.

3. Authorize the payment

   Once your bank account is linked, open the invoice you want to pay and select Pay with ACH. Confirm the amount and authorize the debit.

   Standard ACH transfers settle in 1–3 business days. Same-day ACH is available with an additional fee.

Paying with card (Stripe)

1. Open the invoice

   Navigate to Billing → Invoices and open the invoice you want to pay.

2. Select card payment

   Click Pay with Card. You are redirected through a secure Stripe checkout page (hosted at checkout.stripe.com).

3. Enter card details and confirm

   Enter your card number, expiry, and CVV. Click Pay to complete the transaction. You are returned to the portal once payment is confirmed.

   Card payments include a processing fee. The fee amount is shown before you confirm payment. There is a per-transaction maximum for card payments — for larger invoices, ACH or crypto is recommended.

Paying with crypto (Bitcoin and stablecoins)

Crypto payments are processed via NowPayments. The platform supports Bitcoin, USDC, and USDT.

1. Open the invoice

   Navigate to Billing → Invoices and open the invoice.

2. Select crypto payment

   Click Pay with Crypto and choose your preferred currency (Bitcoin, USDC, or USDT).

   The platform opens a secure checkout session (hosted at pay.nowpayments.io). You will see:

   • The exact amount due in the selected cryptocurrency (calculated at the current exchange rate)
   • A payment address and QR code to send funds to
   • A countdown timer for the exchange rate lock period
3. Send the payment

   Send the exact amount shown to the provided address from your wallet before the rate lock expires.

   Send the exact amount specified. Underpayments may not be credited automatically and require manual reconciliation by your hosting provider.

4. Wait for confirmation

   Bitcoin transactions typically confirm within 10–30 minutes depending on network fees. USDC and USDT on supported networks confirm faster. The invoice status updates to Paid once the blockchain confirms the transaction.

Setting up auto-pay

Once you have a payment method on file, enable auto-pay so invoices are paid automatically on the due date.

1. Navigate to Billing → Payment Settings.
2. Select your preferred auto-pay method (ACH is recommended for zero transaction fees).
3. Toggle Auto-pay to enabled and confirm.

You will receive an email confirmation before each auto-pay charge is processed.

Wallet top-up and balance

If your hosting provider has enabled wallet-based billing, you can maintain a pre-paid balance in your account. Invoices are deducted from your balance automatically.

To top up:

1. Navigate to Billing → Wallet.
2. Enter the amount and select a funding method (ACH, card, or crypto).
3. Confirm the deposit. Funds are credited to your balance immediately (ACH top-ups may take 1–3 business days to clear).

Your current wallet balance is shown at the top of the Billing page. You can set a low-balance notification threshold to be alerted when your balance falls below a set amount.