QR Ph top-up
Self-serve top-up created from Wallet.
- Amount
- Currency
- QR image and expiry time while pending
- Payment status: pending, paid, failed, expired, or cancelled
- Paid timestamp when credited
Central billing balance
- Wallet provides the company balance used for eligible Prospeno subscriptions and module purchases.
Controlled top-ups
- Admins add credits through QR Ph payments or, when enabled, manual requests that require review before credits become available.
Clear transaction history
- Every approved credit, subscription or module charge, renewal, adjustment, or refund remains visible in Wallet activity.
Overview
Company Wallet is a Prospeno billing balance used for supported commercial actions such as subscription charges and paid-module activation.
Wallet is not the company bank account.
Wallet is not a project Budget Release.
Wallet is not employee cash.
Wallet activity does not affect project revenue, project cost, or project profit.
Wallet credits are used only for supported Prospeno billing actions.
Who can use it
| Role | View Wallet | Submit top-up | Activate modules | Manage subscription |
|---|---|---|---|---|
| Admin | Yes | Yes | Yes | Yes |
| Manager | No | No | No | No |
| Supervisor | No | No | No | No |
| Employee | No | No | No | No |
Role
Admin
View Wallet
Yes
Submit top-up
Yes
Activate modules
Yes
Manage subscription
Yes
Role
Manager
View Wallet
No
Submit top-up
No
Activate modules
No
Manage subscription
No
Role
Supervisor
View Wallet
No
Submit top-up
No
Activate modules
No
Manage subscription
No
Role
Employee
View Wallet
No
Submit top-up
No
Activate modules
No
Manage subscription
No
Permission matrix
Wallet, Module Marketplace, and Subscription routes are restricted to company Admins in the current implementation.
Wallet balance
Available credits
Current spendable Wallet balance shown on the Wallet page.
Last top-up
Most recent approved top-up amount and date from Wallet activity.
Monthly charges
Subscription Payment charges posted in the current calendar month.
Wallet health
Healthy, Monitor, or Low balance compared with estimated monthly charges.
Available credits are stored as the company wallet balance and increase only after a top-up is successfully credited.
Pending QR Ph payments and Top-up Pending history rows do not increase spendable balance.
Available credits decrease when supported Wallet charges such as Subscription Payment post.
Super Admin manual adjustments, bonus credits, and refunds may also change the balance when applied.
Add funds workflow
Primary QR Ph top-up flow used in the current Wallet UI.
- 1
Open Wallet
An Admin opens the company Wallet page.
- 2
Start a top-up
Select Add Credits and enter the desired amount.
Current limits are ₱100 minimum and ₱100,000 maximum per QR Ph top-up.
- 3
Pay with QR Ph
Scan the generated QR code with GCash, Maya, or your bank app.
- 4
Wait for verification
The payment remains pending while PayMongo verifies the transfer.
Pending QR payments are not spendable and may show a resume-payment banner on Wallet.
- 5
Receive Wallet credit
After successful payment, credits post as Top-up Approved and increase available credits.
Manual top-up requests with payment reference and proof notes can be submitted through the Wallet API, but the manual top-up UI is currently hidden. When used, those requests remain pending until Super Admin review.
Top-up details
Manual top-up request
Company-submitted request awaiting Super Admin review.
- Requested amount
- Payment method
- Payment reference
- Proof notes
- Request status: pending, approved, or rejected
- Approved amount when reviewed
- Reviewed by and reviewed at when reviewed
- Remarks or rejection reason when provided
Top-up statuses
| Status | Meaning | Balance effect |
|---|---|---|
| Pending | QR Ph payment is waiting for verification, or a manual request is waiting for Super Admin review | No available credit |
| Paid / Approved | Payment verified and Wallet credit posted | Increases available credits |
| Failed | QR Ph payment did not complete successfully | No balance effect |
| Expired | QR Ph payment window ended before completion | No balance effect |
| Cancelled | Payment or request was stopped before credit posted | No balance effect |
| Rejected | Manual top-up request could not be verified | No balance effect |
Status
Pending
Meaning
QR Ph payment is waiting for verification, or a manual request is waiting for Super Admin review
Balance effect
No available credit
Status
Paid / Approved
Meaning
Payment verified and Wallet credit posted
Balance effect
Increases available credits
Status
Failed
Meaning
QR Ph payment did not complete successfully
Balance effect
No balance effect
Status
Expired
Meaning
QR Ph payment window ended before completion
Balance effect
No balance effect
Status
Cancelled
Meaning
Payment or request was stopped before credit posted
Balance effect
No balance effect
Status
Rejected
Meaning
Manual top-up request could not be verified
Balance effect
No balance effect
Status table
QR Ph top-ups use pending, paid, failed, expired, and cancelled.
Manual top-up requests use pending, approved, and rejected.
A corrected approved amount may be recorded on manual review, but there is no separate Adjusted status label.
Payment proof
Acceptable proof for manual requests
Use only when manual top-up review is enabled.
- Bank transfer confirmation
- E-wallet transfer confirmation
- Payment receipt
- Transaction screenshot
- Reference number in payment reference or proof notes
Do not upload sensitive credentials
- Do not upload passwords, OTPs, card security codes, private keys, full online-banking credentials, or unrelated personal information.
Wallet transactions
| Transaction type | Meaning | Balance effect |
|---|---|---|
| Top-up Pending | Top-up recorded before credit is posted | No spendable credit yet |
| Top-up Approved | Verified top-up credit posted | Increases available credits |
| Subscription Payment | Subscription charge or paid-module activation or renewal debit | Decreases available credits |
| Manual Adjustment | Super Admin manual credit or debit | Increases or decreases available credits |
| Refund / Reversal | Super Admin refund or reversal entry | May restore credits when applied |
| Bonus Credit | Super Admin promotional or goodwill credit | Increases available credits |
| Credit Usage | Supported credit-usage entry when present in history | Depends on posted amount |
Transaction type
Top-up Pending
Meaning
Top-up recorded before credit is posted
Balance effect
No spendable credit yet
Transaction type
Top-up Approved
Meaning
Verified top-up credit posted
Balance effect
Increases available credits
Transaction type
Subscription Payment
Meaning
Subscription charge or paid-module activation or renewal debit
Balance effect
Decreases available credits
Transaction type
Manual Adjustment
Meaning
Super Admin manual credit or debit
Balance effect
Increases or decreases available credits
Transaction type
Refund / Reversal
Meaning
Super Admin refund or reversal entry
Balance effect
May restore credits when applied
Transaction type
Bonus Credit
Meaning
Super Admin promotional or goodwill credit
Balance effect
Increases available credits
Transaction type
Credit Usage
Meaning
Supported credit-usage entry when present in history
Balance effect
Depends on posted amount
Status table
Wallet activity retains type, amount, resulting balance after, date and time, description, and transaction identifier.
Descriptions may reference the related subscription plan or module when a charge was posted.
Using Wallet for modules
- 1
Open Module Marketplace
An Admin opens /modules to review paid add-ons.
- 2
Select a paid module
Open the module detail page for a wallet-purchasable add-on.
- 3
Review price and billing period
Confirm the listed monthly price and activation terms.
- 4
Confirm sufficient Wallet balance
Activation is blocked when available credits are insufficient.
- 5
Activate the module
Confirm activation with a unique operation key for duplicate protection.
- 6
Record the Wallet charge
A successful activation posts a Subscription Payment debit from Wallet.
- 7
Update module entitlement status
The module becomes active for the company for the paid period.
- Insufficient balance must block activation.
- A successful charge must not post twice for the same operation key.
- Activation and Wallet deduction remain consistent through the module purchase RPC.
- Failed activation must not silently keep an incorrect charge.
- Module cancellation does not automatically return Wallet credits.
Wallet vs subscription
Wallet
Stores available Prospeno billing credits.
- Subscription charges
- Paid-module activation
- Renewals
- Supported billing adjustments
Subscription
Defines the company plan and add-on entitlements.
- Company plan
- Included limits
- Billing period
- Renewal state
- Cancellation state
- Plan and module entitlement
Wallet is the payment balance. Subscription determines the company’s active plan and included access.
Wallet vs operational finance
Company Wallet
Prospeno billing credit.
- Used for Prospeno subscriptions and paid modules
- No project-profit effect
Budget Release
Company funds issued to a person or operating purpose.
- May later produce project or company cost through approved liquidation
- Not a Prospeno billing balance
Project Collection
Money received from a client.
- Affects project cash collection and receivables
- Does not fund Prospeno subscription billing
Do not mix billing credit with operational finance
Never use Wallet records as evidence of project revenue, company cash-on-hand, employee advances, or project expenses.
Refunds and reversals
Refunds are supported only as Super Admin manual Refund / Reversal wallet transactions.
Refunds are not automatic when a module renewal is cancelled.
Cancellation keeps an add-on active until the end of the paid period unless support intervenes.
A manual refund or reversal, when applied, posts to Wallet history and may restore available credits.
Wallet and module event history remain preserved for audit review.
Pending and failed transactions
What to expect
- Pending top-up is not available balance.
- Failed, expired, cancelled, or rejected top-ups create no credit.
- Failed module activation should not create duplicate entitlement for the same operation key.
- Avoid repeated rapid submission while payment state is uncertain.
- Review Wallet activity or contact support instead of duplicating a payment manually.
Subscription and module expiry
Wallet balance alone does not prevent module or subscription expiry.
Renewal requires a successful Wallet charge when billing applies.
Insufficient available credits may prevent renewal.
Expired modules may become inactive or read-only according to current entitlement rules.
Historical business records remain preserved.
Wallet history remains preserved after module expiry or cancellation.
Secondary details
Top-up review
Manual top-up requests may be reviewed by Super Admin with approved amount, reviewer, review timestamp, and remarks.
Approved requests credit Wallet once. Rejected requests post no credit.
Transaction references
Each wallet transaction has an internal transaction identifier and timestamp.
Charge descriptions may reference the related subscription plan or module name.
Module activation uses an operation key to prevent duplicate charges.
Concurrency and duplicate protection
Repeating the same module activation operation key replays the prior result safely instead of charging twice.
PayMongo top-up crediting is idempotent once a payment succeeds.
If payment status is unclear, use Check status or review Wallet activity before submitting again.
Manual adjustments
Super Admin may post manual credit, manual debit, refund, or bonus credit entries.
These adjustments remain visible in Wallet activity and should stay auditable.
Module cancellation
Cancelling renewal stops the next billing cycle but the module stays active until the current paid period ends.
Cancellation does not automatically refund Wallet credits in the current implementation.
Wallet history
Wallet Activity supports All, Top-ups, Subscriptions, and Adjustments filters plus search.
Each row shows type, amount, balance after, and date. Selecting a row shows transaction details.
History is retained for audit review after charges, refunds, or module expiry.
Financial effect
- Wallet top-up → Increases Prospeno billing credit
- Subscription or module charge → Reduces Prospeno billing credit
- Wallet activity → No project revenue, project cost, or profit effect
Important limitations
- Wallet is a Prospeno billing balance, not a bank account.
- Pending top-ups cannot be spent.
- Only verified or approved credits increase available balance.
- Wallet activity does not affect project profit.
- Wallet cannot replace Budget Releases, Company Expenses, Collections, or employee cash advances.
- Insufficient balance prevents supported purchases or renewals.
- Module cancellation does not guarantee an automatic refund.
- Wallet transaction history should remain auditable.
- Payment proof must not contain sensitive credentials.
- Prospeno Wallet does not provide banking, payment-processing, or accounting services.
Where to find help
Use the ? button in the web application for the current page guide, Getting Started, Module Guides, and Contact Support.
Related links
Jump to the module, marketplace, or broader help resources.