Managing a high-performance marketing and sales platform means balancing two types of operational investments: your predictable Fixed Recurring Subscription Fee and your flexible, high-volume Usage-Based Utility Charges (such as SMS delivery, phone line rentals, and email server credits).
To help your accounting team maintain clear visibility into software costs, Scotify Solutions operates on a highly transparent, automated billing schedule. This guide breaks down exactly how your recurring cycle runs, what elements appear on your monthly invoice, and how our automated wallet system handles variable usage fees.
The Dynamic Invoicing Architecture
Your account balance relies on two independent billing tracks that combine into a single, clean monthly accounting statement:
Monthly Billing Statement
Fixed Subscription
Baseline platform access billed every 30 days
Dynamic Usage Wallet
Text messages, Emails, and Phone line rentals
1. Deconstructing the Billing Cycle Timeline
Your billing timeline is anchored to the exact day your sub-account was activated, operating on a rolling 30-day schedule.
Subscription Anchor Date & Base Fee Capture Day 1
The day you subscribe marks your recurrent Anchor Date. The system captures your fixed plan fee upfront, granting full operational access to the platform's designer canvases, workflows, and CRM builders for the upcoming 30 days.
Usage-Based Utility Tracking Rolling
As your team sends text messages, routes phone calls, and fires bulk email campaigns, costs are calculated in real time. These utility fees do not stack up as a debt until the end of the month; instead, they draw down from your prepaid System Utility Wallet.
Automated Wallet Replenishment Triggers Variable
To ensure your automated marketing funnels never run out of texting credits, your wallet utilizes an auto-reload threshold. For example, if your wallet drops below $10, the billing engine automatically charges your card on file for a pre-set amount (e.g., $25) to keep communication streams flowing seamlessly.
Invoice Compilation and Generation Day 30
At the conclusion of your 30-day cycle, the platform compiles your records. It generates a single master invoice ledger detailing your base subscription plan renewal alongside an itemized ledger of all wallet reloads processed over the past month.
2. Reading Your Itemized Statement Ledger
When you download a PDF receipt from your account, the data is categorized into three distinct line-item groupings to protect financial transparency:
| Statement Category | Operational Meaning | System Charge Example |
|---|---|---|
| Subscription Package | The fixed fee covering workspace access, user profiles, and builders. | Scotify Growth Accelerator Pro Plan |
| Telephony Services | Fixed recurring monthly rental costs for your dedicated phone numbers. | Local tracking phone line rental ($1.15/mo per number) |
| Communication Utilities | Pay-as-you-go micro-fees drawn dynamically from your prepaid wallet balance. | Outbound SMS ($0.0079), Inbound Voice Minutes ($0.0085) |
The Prepaid System Wallet & Delivery Guardrail
Our pay-as-you-go utility ledger is designed to save you money. Instead of charging you an expensive, bloated monthly texting plan where your unused credits vanish at the end of the month, you only pay for the exact volume of text characters and emails your business actually uses.
Operations Check: Optimizing Your Wallet Re-Up Thresholds
If your company frequently launches massive bulk email newsletters or handles high-volume SMS promotional blasts, your wallet may trigger multiple small reloads in a short window.
To simplify your credit card statements and reduce the number of micro-charges hitting your bank account, navigate to Settings > Billing and click Modify Wallet Settings. You can scale your triggers upward. For example, change your settings to: "When balance drops below $20, reload card for $100." This structural change keeps your communication channels highly stable while keeping your accounting ledger clean.
Troubleshooting & FAQ
Why does my credit card statement show a charge from Scotify in the middle of our standard monthly billing cycle?
This charge is not a duplicate subscription fee; it is an automated Prepaid Utility Wallet Reload. When your active workflows fire out a high volume of text messages, or your sales reps spend hours on the integrated web dialer, your wallet credits drop. The system charges your card for your pre-set reload amount to ensure your outbound leads never hit a communication block.
Where do I go to change which team members receive automated invoice receipts via email?
By default, subscription invoice notifications are routed solely to the master account creator's personal login email address. If you need these receipts delivered directly to your fractional CFO or centralized corporate accounting inbox instead, navigate to Settings > Billing > Billing Preferences. Scroll down to the Invoice Routing Drawer, input your target corporate accounting email address (e.g., accounting@mybrand.com), and click Save.
What happens to our text messaging systems if our primary payment card is declined during a wallet reload?
If a wallet replenishment fails, our system implements an immediate safety barrier to protect your account from incurring a negative debt. Outbound text messages, automated workflow email dispatches, and voice calling elements will be temporarily paused. However, your visual funnels, forms, and incoming lead captures will remain completely live. The exact millisecond you update your payment profile card, the wallet reloads successfully and your communications resume instantly.