White-glove client billing for agencies: client wallets, UPI and GST invoices

Hosting is rarely the hard part of an agency's month. Billing for it is. One card pays for many clients, the receipts arrive in one inbox, and someone spends an evening splitting a shared invoice into the right shares before the accounts team can file anything.

Plexivo Partners replaces that evening with a flow that keeps every client's money separate from the start. You prepay once, move credit to each client as they need it, and every move comes with a proper invoice. This guide follows the money from your bank to a client's running app.

How does money flow from an agency to its clients?

There are two wallets in the picture, and each has one job.

You top up the partner wallet. From there you move credit into a client's wallet. The client's apps, databases and caches draw from their own wallet and nobody else's. Nothing is shared between clients, so one client's busy month never touches another's balance.

Every Plexivo wallet is in US dollars. You still pay in rupees: by UPI, card or net banking, at the month's rate (the RBI reference rate on the 1st of the month plus a 2% conversion margin, fixed for the month), plus 18% GST.

How do I top up the partner wallet?

Open Money → Wallet in the partner console and choose an amount. The console shows the rupee amount and the GST before you pay, and you complete the payment by UPI, card or net banking.

As soon as the payment is verified and credited, Plexivo emails a receipt with its GST tax invoice attached. The invoice shows the credit, the GST split as CGST and SGST or as IGST depending on your state, and your agency's GSTIN when it is on your profile. Add the GSTIN once under Agency → Profile and every invoice after that carries it.

Prepaying at a step also adds a bonus to your partner earnings: US$250 adds 2%, US$1,000 adds 3%, US$5,000 adds 4% and US$10,000 adds 5%, on the eligible billing that credit covers, for 12 months. Tier and bonus together never exceed 20%, and founding partners start at a launch rate of up to 10% while the programme is measured together. The worked examples show what that means for a real portfolio.

How do I move credit to a client?

Open the client from Customers and go to Billing. Under Move credit, choose the direction, enter the Amount (US$) and a Reason (they see it). Before you confirm, the console shows Their balance after and how long it Lasts at current pace, so you can size the top-up to the client's real usage rather than guess.

New clients can start funded. When you add a client from Customers, the Opening credit field moves an amount From your partner wallet (US$) the moment their organisation is created.

Only an Owner or Admin on your agency team moves credit. Team members with the Support role can see every client's balance but move no money, which keeps your finances in a few trusted hands.

Who sends the client an invoice?

You do, without lifting a finger. When your agency moves credit to a client, the client receives an invoice for it issued in your agency's name:

• Your agency is the supplier, with your legal name, GSTIN and state.
• The client is the buyer, with their GSTIN when they have one.
• GST is worked out from your state against the client's.
• The amount is in rupees for an Indian client, at the same monthly rate, printed on the invoice.
• The number comes from your agency's own series, separate from Plexivo's.

An agency without a GSTIN issues a bill of supply without GST instead. The invoice covers the value of the credit. If you charge your client more, for your own management or support, you invoice that difference yourself, the way you already invoice your services.

This is the heart of white-glove billing. The client sees their agency, not a platform they never signed up with, and their accountant gets a document they can file.

Can I take back credit a client has not used?

Yes. On the same Move credit card, choose the other direction and the unused amount returns to your partner wallet. It suits a project that ends early, a client who moves to another plan, or a top-up that was bigger than it needed to be.

Taking credit back never touches what the client has already used. Their statement under Billing → Statement keeps the full history, so both sides can see exactly what moved and why.

How do I know when a client needs credit?

The partner console watches balances so you do not have to.

• Home lists what needs you today, including clients running low.
• Customers shows every client's balance and how many days it lasts at the current pace.
• Plexivo emails when about 7 days of credit are left, with a final reminder at about 2 days. Your agency gets its own note for each client, so you can top up before the client even notices.

Plexivo wallets are prepaid. A wallet that runs out pauses resources rather than building up a debt, with emails before each step. Each client sees exactly what they have, and nobody chases a bill.

What does my accounts team receive?

Everything they need to close the month, in one place.

• Money → Invoices holds Plexivo's invoices to your agency, with GST shown separately.
• Business → Reports exports client billing and your earnings as files for your books.
• Business → Earnings shows each monthly statement: the eligible billing, the rate and the amount credited to your partner wallet.

Earnings count your clients' Plexivo App Runner, Plexivo Postgres, Plexivo Cache and Plexivo Containers for Kubernetes billing, excluding GST, plan fees and payment charges. For what each resource costs, see the pricing page.

A month of client billing, step by step

1. Day one. Top up the partner wallet by UPI from Money → Wallet and file Plexivo's tax invoice.
2. New client. Add them from Customers with an opening credit. They receive your agency's invoice for it.
3. During the month. Watch balances on Home. When a reminder arrives, move a top-up from the client's Billing.
4. Project ends. Take back unused credit to your partner wallet.
5. Month closes. Your earnings statement is worked out and credited. Export Reports for your accounts team.

For the general rules on GST and rates, read GST invoices for cloud hosting in India and wallet and currency.

How do I explain this to a client?

Clients rarely want the mechanics. They want to know three things, and the flow answers each in a sentence:

• What do I pay? The credit your agency moves to you, invoiced in your agency's name with GST.
• What happens if it runs low? You and the agency are emailed well before it runs out.
• What if we stop? Unused credit comes back, and nothing keeps charging.

A short paragraph like that in your proposal or welcome email saves a round of questions later.

FAQ

Does the client pay Plexivo, or does my agency?

Your agency does, from the partner wallet. The credit you move to each client pays for that client's resources at Plexivo's list prices, and the client receives your agency's invoice for it.

Can a client have its own GSTIN on the invoice?

Yes. Each client is its own organisation with its own billing profile. When the client has a GSTIN, invoices to that client carry it.

Is GST added to the wallet balance?

No. GST is paid on top of the credit and shown on the invoice. The wallet holds the credit itself, in US dollars.

What happens if a client's wallet runs out?

Their resources pause rather than run up a debt, with emails before each step. Top up from the client's Billing and they continue.

Can I charge my client more than the credit's value?

Yes. Your agency's invoice covers the credit's value. Anything you add for your own services, you invoice yourself.

Bring your billing under one roof

If your agency still splits one hosting bill across many clients, the partner console gives each of them their own wallet and their own invoices from the first day. Apply to become a partner and give your first client a wallet of their own.