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Sheet Credit System and Auto Top-up

Platform: Both (Web Application and Mobile App) 
User Type: Org Admin (for purchasing) / All users (for viewing balance) 
Difficulty: Beginner 
Estimated Time: 10 minutes 
Last Updated: September 2025

Quick Summary

Understand Dayworkbook's sheet credit system, manage your account balance, and configure automatic top-up to ensure uninterrupted daywork documentation. Learn how the cost per sheet model works and optimise your credit management for efficient operations.

What You'll Learn

  • Understand the sheet credit pricing model and how credits are consumed
  • Purchase sheet credits and manage your account balance
  • Configure automatic top-up to prevent service interruptions
  • Monitor usage history and track credit consumption patterns
  • Access payment history and download invoices for accounting
  • Optimise credit management for cost-effective operations

Before You Start

Prerequisites:

  • Dayworkbook account with Org Admin permissions (for purchasing credits and configuring auto top-up)
  • Payment method (credit card) for purchasing additional sheet credits
  • Understanding of your organisation's daywork sheet usage patterns

You'll Need:

  • Valid payment method for credit purchases
  • Authority to make financial decisions for your organisation
  • Estimate of monthly/quarterly daywork sheet usage for planning purchases

Understanding the Sheet Credit System

How Sheet Credits Work

Dayworkbook operates on a simple, transparent sheet credit system, sold in a “book” of 50 credits:

Credit Pricing Structure:
  • Cost per Sheet: Cost per daywork sheet, specific to your region
  • Package or “Book” Size: 50 sheet credits per purchase
  • Package or “Book” Price: 50 credits × your region’s cost per sheet
  • Credit Consumption: One credit is consumed each time a daywork sheet is created and submitted
What Uses Sheet Credits:
  • Creating Daywork Sheets: Each new daywork sheet consumes one credit when created
  • Sheet Revisions: Editing and resubmitting sheets does not consume additional credits
  • Draft Sheets: Saved draft sheets that haven't been submitted don't consume credits
  • Cancelled Sheets: Deleting unsent sheets doesn't consume credits
What Doesn't Use Credits:
  • User Access: Adding team members to your organisation
  • Directory Management: Setting up clients, labour, equipment, materials, and rate items
  • Job Creation: Creating jobs and project records
  • Summary Reports: Generating summary reports from existing sheets using “Compile” button
  • Data Export: Exporting reports and data

🎯 Key Point: Credits are only consumed when daywork sheets are created, making the system predictable and cost-effective

Value Comparison with Traditional Methods

The digital credit system offers significant advantages over traditional paper daywork books:

Cost Parity with Enhanced Value:
  • Similar Price Point: A pack or “book” of 50 sheet credits is similar to the cost of traditional printed branded paper daywork books
  • Digital Efficiency: Eliminates printing, storage, and distribution costs
  • Reduced Disputes: Digital documentation secures approval integrity, reduces costly billing disputes
  • Faster Payments: Professional presentation improves payment timing
  • Better Records: Permanent digital storage with search and retrieval capabilities
  • No Wastage: All sheets of a book used. No more lost books with empty pages remaining, or writing errors that use more than sheet for a single day.
  • No Lock-In Subscription: Only pay as you need. If you’re doing quoted work instead of daywork, there are no costs like platforms that charge monthly subscriptions.
Operational Benefits:
  • Track your Work: Have all your sheets been approved? Know the status of all your completed work at a glance and identify any approval risks.
  • No Minimum Orders: Purchase credits as you need
  • Instant Availability: Credits available immediately after purchase
  • Usage Tracking: Monitor consumption patterns for better budget planning
  • Professional Presentation: Company branding and professional documentation included
  • Business Insight: Finally a solution that can analyse your business operations and provide you with professional reports and summaries

💡 Pro Tip: The credit system eliminates waste from half-used paper books while providing superior documentation capabilities and unparalleled transparency

Step-by-Step Instructions

Step 1: Access Sheet Credits & Payments

Navigate to your credit management interface:

1. For both Web and Mobile: Go to Settings > Sheet Credits & Payments

   

2. Dashboard View (Web): Your remaining credit balance is displayed prominently

Current Balance Display:

  • Remaining Sheets: Shows exact number of credits available
  • Usage Tracking: Visual indicator of credit consumption
  • Low Balance Warning: Alerts when credits are running low

📱 Mobile Note: All credit management features are available on both web and mobile platforms

Step 2: Purchase Additional Sheet Credits

When you need more credits:

Manual Credit Purchase:
  1. Click "Buy More Sheets" or "Buy Now" button
  2. Review Purchase: Confirm 50 sheet credits
  3. Payment Processing: Complete secure payment with your saved payment method
  4. Immediate Availability: Credits are added to your account instantly after successful payment
 
 
Purchase Confirmation:
  • Transaction Receipt: Automatic email confirmation with payment details
  • Updated Balance: Account balance reflects new credits immediately
  • Invoice Generation: Downloadable invoice available for accounting purposes

⚠️ Watch Out: Ensure you have sufficient authority within your organisation to make credit purchases

Step 3: Configure Automatic Top-up

Set up auto top-up to prevent service interruptions:

Enable Smart Top-up:

1. Navigate to "Auto Top-up Settings" in the Sheet Credits section

2. Toggle "Enable Smart Top-up" to activate automatic purchasing

     

3. Configure Trigger Point: System automatically purchases credits when balance reaches 5 sheets

4. Payment Method: Ensure valid payment method is configured for automatic charges

Auto Top-up Benefits:
  • Uninterrupted Service: Never run out of credits during critical project periods, but only pay when you need more
  • Automatic Processing: No manual intervention required for credit replenishment
  • Budget Predictability: Regular, predictable credit purchases for cash flow planning
  • Peace of Mind: Focus on work without worrying about credit management
Auto Top-up Settings:
  • Trigger Level: Automatic purchase when 5 or fewer credits remain
  • Purchase Amount: Standard 50-credit package ($150 AUD)
  • Payment Method: Uses your saved payment method automatically
  • Notification: Email confirmation sent for each automatic purchase

🎯 Key Point: Auto top-up ensures continuous service availability while maintaining cost control

Step 4: Access Payment History and Invoices

Manage your payment records:

Payment History Features:

1. Navigate to "Payment History" in the payments section

   

2. Transaction Records: Complete history of all credit purchases

3. Payment Details: Date, amount, and payment method for each transaction

4. Invoice Download: Access downloadable invoices for accounting purposes

Understanding the Results

After setting up effective credit management, you should have:

  • Uninterrupted service availability through appropriate credit balances and auto top-up configuration
  • Cost-effective operations with predictable credit consumption and bulk purchasing
  • Complete financial records with downloadable invoices and payment history
  • Usage insights enabling better project planning and budget management
  • Professional documentation capabilities without traditional paper book limitations

Your credit management approach now supports both cost control and operational excellence.

Troubleshooting Common Issues

Problem: Auto top-up not working or failing to purchase credits 
Cause: Expired payment method, insufficient funds, or payment processing issues 
Solution: Check Settings > Saved Cards to verify payment method is current. Update card details if expired. Contact your bank if payments are being declined. Disable and re-enable auto top-up if problems persist.

Problem: Credits consumed but daywork sheet not created successfully 
Cause: Technical issues during sheet creation or network connectivity problems 
Solution: Check your sheets list to verify if sheet was created. Contact support if credits were consumed without successful sheet creation. Credits may be refunded for technical failures.

Problem: Cannot access payment history or download invoices 
Cause: Browser issues, network connectivity, or account permission problems 
Solution: Ensure you have Org Admin permissions to access payment features. Try refreshing the browser or clearing cache. Contact support if invoice downloads consistently fail.

Problem: Unexpected credit consumption or usage discrepancies 
Cause: Multiple users creating sheets or misunderstanding of what consumes credits 
Solution: Review Usage History to see detailed credit consumption. Check team member activity in Team & Access settings. Remember that only sheet creation consumes credits, not editing or viewing existing sheets.

Problem: Payment processing failures or declined transactions 
Cause: Banking restrictions, international payment issues, or card validation problems 
Solution: Verify payment method details are correct. Contact your bank to ensure international payments are enabled. Try alternative payment method if available. Contact support for payment processing assistance.

Problem: Unable to set up auto top-up configuration 
Cause: Missing payment method or insufficient permissions 
Solution: Ensure valid payment method is saved in Settings > Saved Cards. Verify you have Org Admin permissions. Check that your organisation's policies allow automatic recurring payments.

What's Next?

With effective credit management established, your next steps are:

  1. Usage optimisation - Monitor consumption patterns and train team on efficient sheet creation
  2. Budget integration - Incorporate credit costs into project budgeting and client pricing
  3. Process standardisation - Establish consistent sheet creation practices across your organisation
  4. Financial planning - Use usage history for accurate budget forecasting and cash flow planning

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