How to Manage SaaS Wallet Credit in HighLevel at Sub Account Level

Imagine this. You just launched a massive SMS reactivation campaign for a high-value client. The leads are pouring in. They are booking appointments left and right. You are looking like an absolute genius.

Then, on a Saturday night, the campaign abruptly stops. The client texts you, furious that their leads dried up. You log in and realize their account ran out of messaging credits. Their card failed, the auto-recharge didn’t trigger, and the system completely halted their outreach. You just derailed a winning campaign because of a simple billing hiccup.

You cannot scale an agency if you are manually babysitting client credit balances. HighLevel fixes this instantly with the SaaS Wallet system. You can automate credit recharges, manage complimentary balances, and keep their campaigns running 24/7 without you ever pulling out your own agency credit card. Let us get your billing locked down right now.

Ready to streamline this? Here is exactly how to do it in 60 seconds:

Part 1: Lock In Your Auto-Recharge Settings

First, we need to guarantee your clients never hit zero credits and pause their own campaigns.

1. Navigate to Settings and open Company Billing.
2. Scroll to the Credits section to find your auto-recharge settings.
3. Define your rules. Set the exact dollar amount in the Auto Recharge with field that will trigger whenever their balance dips below the amount set in the when balance lower than field. This automatically charges their primary card on file.

Part 2: Issue Complimentary Credits and Manual Top-Ups

Sometimes you want to give a client a bonus or charge them on the spot.

1. To manually charge a client, click the Add Balance button in Company Billing to instantly charge their card.
2. Want to give them free credits? Go to Agency View > Accounts > View Details > Manage Credits to add complimentary funds directly to their wallet. (Note: When they use these, you pay the wholesale usage cost, but they do not pay retail).
3. If they are on a SaaS plan with a free trial, you can even toggle Add credits after trial period ends inside your SaaS Configurator so they only get free credits after they actually start paying you.

Part 3: Track History and Debit Balances

You need complete financial visibility in case a client requests a refund.

1. View every transaction by going to Settings > Company Billing > Credits > See Details.
2. To remove credits from a client’s account, go to Agency View > Accounts > View Details > Manage Credits and select the Debit option.
3. If you are refunding paid (non-complimentary) credits, you must debit the wallet first, then go into your connected Stripe account, find the customer, and manually issue a refund. Do not refund more in Stripe than their remaining wallet balance, or you will create a massive financial mismatch!

Part 4: Understand the Retry Logic

HighLevel protects your Stripe account from getting flagged or suspended for spamming failed cards.

1. For SaaS client wallets, the system will attempt to automatically charge a failed card a maximum of 7 times (once a day for 7 days).
2. If all 7 attempts fail, the automatic retries stop completely, and both agency and location admins are notified.
3. The client will need to log in and recharge manually to reset the counter and get the automations firing again.

Managing SaaS wallets perfectly ensures your agency collects every dollar of usage revenue without ever interrupting a client’s momentum.

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