Organization Billing and Wallet

Organization Billing and Wallet

Two ways to pay

Prepaid balance (wallet)

• Top up your organization's balance by card
• Session costs come out of the balance as members book
• Minimum top-up $50, maximum $100,000

Card on file

• Save a card and be charged for each session as it is booked
• No money held up front
• See Paying by Card for how to set this up

Any balance you already hold is always spent first, in either mode. If you switch to card payment with money still in the wallet, that money is used up before the card is charged — it is never stranded.

Your budgets and per-person allowances work exactly the same either way. The only difference is where the money comes from at the moment someone books.

Paying by cheque or bank transfer (invoices)

If your organization pays by cheque or bank transfer rather than by card, click Request an invoice on your Billing page (next to the Invoices list), enter the amount and any purchase order number, and send it. We issue the invoice and email the PDF to your billing email (set it under Billing → Billing settings; if there is none, it goes to your organization's owner). You can follow the request on your Requests page.

• Every invoice also has a Pay online by card link, in the email and on the PDF. It opens a secure Stripe checkout for the invoice amount; the wallet is credited and the paid invoice emailed back within minutes.
• Paying by cheque or bank transfer instead: quote the invoice number with your payment.
• You can pay an invoice in parts. Each payment is credited to your wallet the day it arrives, the invoice shows what has been paid and what is still due, and the card link always charges just the balance. Once the balance is cleared you receive the invoice back marked paid.
• When the money arrives we mark the invoice paid: the amount is credited to your balance straight away and you receive the invoice back stamped Paid — that is your receipt.
• Every invoice, paid or not, stays on your Billing page under Invoices, where any of your organization's admins can download the PDF again at any time. An invoice past its due date shows as Overdue there.
• If an invoice is not paid by its due date we send one reminder the day after, and a second a week later if it is still open. After that someone from Monkey Mind will be in touch. If a payment is already on its way, ignore the reminder; if something on the invoice is wrong, reply to it.

Receipts

You get an email receipt every time money moves on your organization's account: a card top-up, a monthly auto top-up, a pay-as-you-go session charge, and an invoice we have marked paid (that one has the paid invoice attached). Receipts go to your billing email, or to your organization's owner if none is set. Reply to any of them if something looks wrong.

Topping up the balance

1. Go to Billing in the sidebar
2. Click Deposit Funds
3. Enter the amount and pay
4. The funds are available immediately

If you have paid us by cheque or bank transfer, our team records it against your balance for you — it will appear in your transaction history like any other deposit.

Getting money back out

If you have a balance you no longer need, contact support and we can return the unused funds. We cannot return more than the balance actually holds.

Transaction history

The Billing page shows every movement — top-ups, session charges, card charges and refunds. You can filter by date and export to Excel.

Booking with your organization's budget

1. Book a session with any provider
2. At the payment step choose Use Organization Budget
3. Pick which budget, if you are assigned to more than one
4. The session is confirmed — no card payment from you

Check what you have left under My Budget in the sidebar.

What happens when a member cancels

The organization's money follows the same 24-hour rule as everyone else's:

Refunds go back the way the money came in: to your balance if you paid from the balance, or to your card if it was charged.

A late cancellation shows on the Billing page as a charge with no matching refund. That is expected — the coach held the slot and is still paid for it.

Worth telling your members: cancelling before the 24-hour mark costs the organization nothing. Cancelling after it costs the full session.