Account Balance Management

PostageEasy uses a prepaid balance system for purchasing postage. Understanding how to manage your account balance ensures you never run out of funds when you need to ship.

How the Balance System Works

When you purchase shipping labels, the cost is deducted from your PostageEasy account balance. Your balance includes:

• Funds you've added via payment methods
• Refunds from voided labels
• Credits from carrier service failures
• Promotional credits or bonuses

Checking Your Balance

View your current balance in multiple locations:

• Dashboard Widget: Displayed prominently on your main dashboard
• Top Navigation: Balance shown in header on all pages
• Billing Page: Detailed balance and transaction history at Settings > Billing

Adding Funds to Your Account

Method 1: Credit or Debit Card

Processing Time: Instant

Fees: No fees for credit/debit cards

Steps:

1. Click "Add Funds" from your dashboard
2. Enter the amount (minimum $10)
3. Select or add a credit/debit card
4. Click "Add Funds" to complete
5. Balance updates immediately

Accepted Cards: Visa, Mastercard, American Express, Discover

Method 2: PayPal

Processing Time: Instant

Fees: No fees

Steps:

1. Click "Add Funds"
2. Select "PayPal" as payment method
3. Enter amount and click continue
4. Log in to PayPal to authorize
5. Return to PostageEasy with confirmed balance

Method 3: ACH Bank Transfer

Processing Time: 2-3 business days

Fees: No fees

Best For: Large transactions ($500+)

Steps:

1. Navigate to Settings > Billing > Payment Methods
2. Click "Add Bank Account"
3. Enter routing and account numbers
4. Verify micro-deposits (2-3 days)
5. Use for future fund additions

Auto-Recharge Feature

Never run out of funds by enabling automatic recharge when your balance falls below a threshold.

Setting Up Auto-Recharge

1. Go to Settings > Billing > Auto-Recharge
2. Toggle "Enable Auto-Recharge"
3. Set threshold amount (e.g., $20)
4. Set recharge amount (e.g., $100)
5. Select payment method
6. Save settings

Example Configuration:

"When my balance falls below $25, automatically add $100 using my Visa ending in 1234"

Auto-Recharge Benefits:

• Never interrupted workflow due to low balance
• Automatic transaction history tracking
• Email notifications for each auto-recharge
• Can disable anytime

Managing Payment Methods

Adding Multiple Payment Methods

Store multiple cards and bank accounts for flexibility:

1. Navigate to Settings > Payment Methods
2. Click "Add Payment Method"
3. Enter card or bank details
4. Set as default or keep as backup

Setting a Default Payment Method

Your default payment method is used for:

• Auto-recharge transactions
• Quick "Add Funds" from dashboard
• Subscription billing (if applicable)

Removing a Payment Method

1. Go to Settings > Payment Methods
2. Click "Remove" next to the payment method
3. Confirm removal

Note: Must have at least one payment method on file. Cannot remove default payment method without setting a new default first.

Balance Withdrawal

Request withdrawal of unused balance to return funds to your original payment method.

Withdrawal Requirements:

• Minimum withdrawal: $10
• Account must be in good standing
• No pending transactions
• Account must be verified

How to Withdraw:

1. Go to Settings > Billing
2. Click "Withdraw Funds"
3. Enter amount to withdraw
4. Select destination (original payment method)
5. Submit request

Processing Time:

• Credit card refunds: 5-10 business days
• ACH transfers: 3-5 business days
• PayPal: 1-3 business days

Transaction History

Viewing Transactions

Access complete transaction history at Settings > Billing > Transaction History

Transaction Types:

• Postage Purchases: Label purchases with tracking numbers
• Refunds: Voided labels and carrier credits
• Deposits: Funds added to account
• Withdrawals: Funds returned to payment method
• Adjustments: Credits, bonuses, or corrections

Filtering and Exporting

• Filter by date range (last 7 days, 30 days, custom)
• Filter by transaction type
• Search by amount or tracking number
• Export to CSV for accounting
• Print monthly statements

Low Balance Alerts

Email Notifications

Receive automatic email alerts when your balance falls below your specified threshold.

Setting Up Alerts:

1. Go to Settings > Notifications
2. Enable "Low Balance Alert"
3. Set threshold amount (e.g., $15)
4. Save preferences

You'll receive an email when your balance drops below the threshold, prompting you to add funds.

Invoices and Receipts

Accessing Invoices

Every transaction generates a receipt available in your account:

• Navigate to Settings > Billing > Invoices
• Click any transaction to view detailed receipt
• Download as PDF for your records
• Email receipts to accounting department

Monthly Statements

Automatically generated statements include:

• Beginning and ending balance
• All deposits and withdrawals
• Total postage purchased
• Number of shipments created
• Breakdown by carrier

Security Best Practices

Protect Your Payment Information:

• Enable two-factor authentication (2FA)
• Use strong, unique password
• Don't share account credentials
• Review transaction history regularly for unauthorized charges
• Update payment methods when cards expire
• Log out when using shared computers

Dispute a Charge:

If you see an unauthorized transaction:

1. Contact PostageEasy support immediately
2. Provide transaction ID and details
3. Temporarily disable auto-recharge if concerned
4. Change your password
5. We'll investigate and refund if confirmed unauthorized

Tax and Accounting

Sales Tax

Postage purchases are generally not subject to sales tax. However, some fees or services may be taxable depending on your state.

Business Deductions

Shipping costs are typically tax-deductible business expenses. Keep records of:

• Monthly transaction statements
• Individual shipping receipts
• Annual summary reports

1099 Forms

If your annual postage purchases exceed IRS thresholds, we may provide tax documentation. Contact support for specific tax questions.

Getting Billing Support

For billing questions or payment issues:

• Live Chat: Available during business hours
• Email: billing@postageeasy.com
• Phone: Priority support for billing issues