Skip to content
Leat Help Center

Topping up a contact's prepaid balance in the dashboard

You can add prepaid balance to a contact's account straight from the dashboard, for example when they pay you at the counter. The balance changes the moment you click Create, and the contact doesn't have to confirm or accept anything.

Adding a top-up

  1. Go to Store → Prepaid → Transactions.
  2. Click Add transaction.
  3. In Create transaction, choose the Contact.
  4. Choose the Business profile the top-up belongs to.
  5. Enter the amount in Amount in cents. For €25, enter 2500. Entering 25 adds 25 cents.
  6. Click Create.

Create stays disabled until you've chosen a contact and a business profile and entered an amount other than 0. You'll see Prepaid transaction added, and the top-up appears in the list with the channel Business dashboard.

To take balance off, for example to correct a mistake, use the same dialog with a negative amount: -2500 removes €25.

What happens next

  • The balance updates right away. A top-up you add in the dashboard is never pending, so the contact can spend it immediately.
  • No email is sent. The contact's balance just changes.
  • It's recorded. The transaction stays in Transactions and on the contact's page under Activity → Prepaid transactions, with the business profile you chose.
  • The tier is re-checked. If your tiers are based on Prepaid balance, the contact moves to the tier their new balance reaches straight away, without waiting for the nightly sync. See How to configure loyalty tiers.

Giving a bonus on a top-up

A top-up here adds exactly the amount you enter. There's no setting that adds a bonus to it automatically.

To give contacts extra value for buying credit, for example pay €45 and get €50, set up prepaid values that contacts buy in your contacts portal. Each one has a payable amount, what the contact pays, and a receivable amount, what lands on their balance. See How to set up a Prepaid program.

Letting the contact know

To tell contacts about a top-up, build an automation on the Prepaid transaction created trigger and add an email to it. See Automation triggers: every event that can start an automation.

That trigger fires for every prepaid transaction, not only the ones you add here:

  • top-ups and deductions in the dashboard and in the Business App
  • prepaid credit a contact buys in the contacts portal
  • imports
  • pending POS transactions when they're committed
  • transactions created through the API
  • an automation's prepaid action
  • prepaid incentives from your referral program

To run the automation only for top-ups added in the dashboard, filter the trigger on Channel is Business Dashboard. You can also filter on Amount, Amount in cents and Created at, for example so that a correction with a negative amount doesn't send a "you've been topped up" email.

When a top-up is refused

The error message is in English, whatever language your dashboard is in.

  • "Prepaid will reach max amount." The top-up would take the contact over the maximum balance. You change that maximum under Store → Prepaid → Settings: in the Limit section, click Edit limit. The check adds up the current balance, any positive pending top-ups and the new amount.
  • "Balance will become less than zero…" You entered a negative amount larger than the contact's balance. The message goes on to show the current balance, the change and the balance it would lead to.

Pending transactions from the Lightspeed K-Series POS

If you use Lightspeed K-Series, the POS reserves prepaid top-ups and payments as pending while an order is open, and commits or cancels them when the order is settled. Only positive pending top-ups count toward the maximum balance.

A pending transaction that isn't settled in time appears under Store → Prepaid → Transactions → Pending transactions. There you can:

  • Commit it. The transaction goes onto the balance. The maximum balance and the zero floor are checked again at that moment, so a commit can still be refused.
  • Decline it. The transaction is cancelled and the balance doesn't change.

Add transaction isn't shown on the Pending transactions tab. Switch back to Transactions to add one.

To get an email when a pending transaction needs review, go to Store → Prepaid → Settings. In the Pending transactions section, click Edit notifications, choose Send email notifications and click Save changes. It works the same way as for gift cards, see Getting notified about pending gift card transactions.

Topping up with the Business App

Staff can top up or deduct prepaid balance at the till with the Business App. Like the dashboard, it changes the balance directly and doesn't take a payment, so collect the money on your own till.

A Business App configuration can turn on cashback for prepaid, under Apps → Business app → Configuration. With Use cashback on, only the Cashback percentage of the entered amount lands on the balance, for the functionalities chosen under Cashback functionalities (Top up, Depreciate or both). At 50%, a €20 top-up adds €10. See Setting up a Business App configuration.

  • To correct points or prepaid credit, see Adding and correcting a contact's balance.
  • To let contacts buy credit online, with or without a bonus, see How to set up a Prepaid program.

Back to the help center