1. Overview & Billing Model
Raff Technologies offers two distinct billing models to suit different customer needs:
Top-up Mode (Default): Threshold-based automatic or manual top-ups - all public cloud customers use this mode by default
Pay-as-you-go Mode: Traditional monthly billing for approved business customers only
What You Can Monitor in Your Billing Overview:
Access your billing overview at: Billing Overview
Current Balance: Your available account credits
Usage So Far: Current month's consumption with tax information
Current Month Forecast: Projected usage and costs for the current month
Threshold Settings: Your configured balance threshold and top-up amount (Top-up mode)
Usage Progress: Visual progress bar showing resource usage
Billing Status: Clear message about balance sufficiency and threshold status
Usage Details: Service-by-service breakdown (VM, storage, etc.) with costs and percentages
2. Free Trial Period
7-Day Free Trial
All new accounts receive a 7-day free trial for all products:
Trial begins when you create your first resource
All products and services are fully functional during trial
No charges applied during the 7-day period
After Trial Ends (Day 7):
If you want to continue using resources:
You must configure your threshold and top-up amount
System will process top-up based on your billing mode:
Automatic Mode: System charges your primary payment method automatically
Manual Mode: You receive a payment link and must complete payment
Resources remain active only after successful top-up
If resources are active but no top-up:
Resources will be suspended
Follow standard payment failure process (see Section 10)
To avoid charges:
Delete all resources before the 7-day trial period ends
No payment required if resources are deleted before trial expiration
⚠️ Important: If you do not delete resources before trial ends, we will proceed with the top-up process and billing according to your configured settings.
3. Billing Modes Explained
Top-up Mode (Standard for All Customers)
How It Works:
You configure two key settings:
Balance Threshold: Minimum balance before triggering a top-up
Top-up Amount: How much to add when threshold is reached
Example Configuration:
Threshold: $50
Top-up Amount: $100
When your balance drops below $50, system attempts to add $100 to your account
Billing Mode Types:
Your billing mode determines how the top-up is processed when threshold is reached:
Automatic Billing Mode:
✅ System automatically charges your primary payment method
✅ No action required from you
✅ Immediate top-up when threshold reached
Applied to: Cards without 3DS requirement
Manual Billing Mode:
⚠️ System sends you a payment link when threshold reached
⚠️ You are responsible for completing payment via the link
⚠️ Resources may be suspended if payment not completed promptly
Applied to: 3DS-enabled cards, Indian cards with eMandate
Important Notes:
Billing mode is automatically determined by your primary payment method's 3DS support
Monitor your balance regularly in manual mode
Set realistic thresholds based on your usage patterns
Pay-as-you-go Mode (Approved Customers Only)
Eligibility Requirements:
✅ Company/Business accounts only
✅ Must contact support to request approval
✅ Requires demonstrated usage history with Raff Technologies
❌ Not available for individual/personal accounts
How It Works:
Traditional monthly billing cycle (1st to last day of month)
Usage tracked throughout the month
Single charge at end of billing cycle for total usage
Must maintain payment method on file
To Request Pay-as-you-go Mode: Contact Raff Technologies support with:
Company information and registration details
Expected usage patterns
Billing contact information
Support will review your account history and eligibility before approval.
4. Payment Methods
Accepted Payment Types
We accept the following major credit and debit cards:
Supported Cards:
Visa (Credit and Debit)
Mastercard (Credit and Debit)
Prepaid cards (Visa and Mastercard only)
Cards with or without 3D Secure authentication
Bank Transfers (Pay-as-you-go customers only)
ACH transfers
Wire transfers
Note: We currently do not support digital wallets (Google Pay, Apple Pay) or American Express cards.
3D Secure (3DS) Authentication & Billing Mode Assignment
When you add a card, our system automatically detects 3DS support:
Non-3DS Cards:
Card can be charged without additional authentication
Automatically assigned to Automatic Billing Mode
Top-ups process immediately when threshold reached
3DS-Enabled Cards:
Card requires authentication for each transaction
Must initialize 3DS during card setup
Automatically assigned to Manual Billing Mode
You'll receive payment links to complete 3DS authentication when top-up needed
Why This Matters:
3DS cards cannot be charged automatically without user interaction
Manual mode ensures compliance with 3DS security requirements
You maintain control over each transaction with 3DS cards
Payment Method Validation
When you add a new card or wallet payment method:
Validation Charge: $0.10 (non-refundable)
Purpose: Verifies the payment method is active and valid
Applied to: Each new card added to your account
Timing: Charged immediately upon adding payment method
This small charge ensures your payment method will work when needed for actual billing.
Managing Payment Methods
Access the Payment Methods tab in your Billing section to:
Add new payment methods (Visa, Mastercard cards)
Set your primary payment method (determines automatic vs manual mode)
View 3DS status for each card
View and manage secondary payment methods
Remove unused payment methods
Changing Your Billing Mode: To switch between automatic and manual billing modes, change your primary payment method. The system automatically detects the new billing mode based on the payment method's 3DS support.
Note: Your primary payment method cannot be deleted while your account is active. To remove all payment information, you must close your account.
5. Configuring Threshold & Top-up Amount
Setting Up Your Threshold (Top-up Mode)
Navigate to Top-up Settings to configure:
Balance Threshold:
Minimum balance that triggers a top-up
Minimum allowed: $1.00
Recommended: Set based on 1-2 weeks of typical usage
Too low: Frequent top-ups
Too high: Unnecessary large charges
Top-up Amount:
How much to add when threshold is reached
Minimum allowed: $5.00
Recommended: Sufficient for 1 month of usage
Consider your usage patterns and budget
Example Configurations
Light User (Small VM, minimal storage):
Threshold: $25
Top-up Amount: $50
Frequency: Every 1-2 months
Medium User (Multiple VMs, moderate storage):
Threshold: $75
Top-up Amount: $150
Frequency: Monthly
Heavy User (Multiple VMs, extensive storage/bandwidth):
Threshold: $200
Top-up Amount: $500
Frequency: Every 2-3 weeks
Threshold Notifications
When your balance approaches the threshold:
Email notification sent 24 hours before threshold reached
Dashboard displays threshold warning
Automatic mode: Top-up processes automatically when threshold hit
Manual mode: Payment link sent immediately when threshold hit
6. Making Payments & Adding Funds
Top-up Mode Payments
Automatic Billing Mode:
No action required - charges process automatically
Ensure payment method has sufficient funds/credit limit
Monitor email for charge confirmations
Manual Billing Mode:
Check email for payment link when threshold reached
Click link to complete payment with 3DS authentication
Payment must be completed promptly to avoid service suspension
Link expires after 48 hours
Manual Top-ups Anytime
Use the Deposit Fund button to add funds manually:
Add funds before threshold reached
Top up for anticipated usage increases
Make one-time payments
Pay-as-you-go Mode Payments
For approved pay-as-you-go customers:
Payment processed automatically at month-end
Charged to primary payment method on file
Invoice generated end of billing cycle
ACH/Wire transfer customers: Must transfer funds before month-end
7. Billing Cycle & Usage Tracking
Top-up Mode
Continuous usage tracking
Real-time balance monitoring
Threshold-based charging
No fixed billing cycle
Pay-as-you-go Mode
Monthly Billing Cycle:
Cycle period: 1st to last day of each month (UTC timezone)
Usage tracking: Real-time monitoring in Overview tab
Billing calculation: Performed at month-end
Billing Overview Dashboard
Your main billing dashboard provides real-time insights:
Key Metrics:
Current Balance: Available account credits
Usage So Far: Current consumption with tax breakdown
Threshold Status: Distance to next top-up trigger (Top-up mode)
Projected Usage: Estimated usage patterns
Visual Indicators:
Usage Progress: Real-time usage monitoring
Billing Status: Clear messaging about balance sufficiency
Threshold Alert: Warning when approaching threshold
Service Breakdown:
Detailed usage by service type (VMs, storage, bandwidth, etc.)
Cost per service with percentage of total usage
Real-time tax calculations and subtotals
8. Payment Processing & Tax Calculation
Top-up Mode Processing
When balance reaches threshold:
System calculates top-up amount with applicable taxes
Automatic Mode: Charges primary payment method immediately
Manual Mode: Sends payment link for user completion
Credits applied to account upon successful payment
Receipt generated and emailed
Pay-as-you-go Mode Processing (Month-end)
Calculate total usage charges for the month
Apply applicable taxes based on billing address and Tax ID
Charge primary payment method for total amount due
Generate invoice after successful payment
Tax Calculation
Taxes (VAT, GST, Sales Tax) are calculated based on:
Billing address you provide in your account
Tax ID (if provided) for potential exemptions or reverse charge applications
Applicable rates for your jurisdiction
Your Responsibility: Maintain accurate billing address and valid Tax ID information for correct tax calculation.
9. Automated Notifications
Email Notifications
You'll receive email notifications for:
Top-up Mode:
24-hour warning before threshold reached
Payment link sent (manual mode)
Top-up confirmation
Failed top-up alerts
Pay-as-you-go Mode:
Payment confirmations
Failed payment alerts
All Modes:
Free trial ending reminder (Day 4 and Day 6 of trial)
Trial completion notice (Day 7)
Receipt for all charges
End-of-month invoice generation
Balance Monitoring
Our system continuously monitors account balances and sends proactive alerts to prevent service interruptions.
10. Failed Payments & Account Status
Payment Failure Consequences
Immediate Upon Failure:
New service creation restricted
Email notification sent with payment instructions
Grace period begins
3 Days Past Due:
Account suspended
Existing resources stopped or become inaccessible
Data preserved but not accessible
5 Days Past Due:
Account and all data permanently deleted
Action is irreversible
All resources and backups removed
Common Failure Reasons
Top-up Mode:
Expired or invalid card
Insufficient funds or credit limit reached
Card issuer decline
3DS authentication not completed (manual mode)
Payment link expired
Pay-as-you-go Mode:
Card authorization failure
Transfer delays (ACH/Wire)
Insufficient bank account balance
Prevention Best Practices
Keep payment information current and valid
Ensure sufficient credit limit or bank balance
Monitor threshold settings and adjust as needed
Respond promptly to payment links (manual mode)
Update expiring cards before expiration date
11. History & Records
Available Reports
Access comprehensive billing history through the navigation tabs:
Overview Tab (Main Dashboard)
Access at: Billing Overview
Real-time current balance and usage
Threshold status and next top-up projection
Usage breakdown by service
Tax calculations and running totals
Payment Methods Tab
Access at: Payment Methods
Manage all payment methods
View 3DS status for each card
Set primary payment method
Add new payment methods
View validation charge history
History Tab
Access at: Billing History
Payment Log: All transactions including top-ups with IDs, payment methods used, success/failure status, download receipts
Invoice Log: Download official invoices with tax itemization.
Usage History: Historical usage data for previous months with product details, cost breakdowns by service
Threshold Events: Log of all threshold triggers and top-up attempts
Settings Tab
Access at: Billing Settings
Configure threshold and top-up amounts at: Top-up Settings
Update billing address and contact information
Manage Tax ID information and validation status
Configure notification preferences
12. Billing Information & Tax Settings
Billing Address Management
Maintain accurate billing information including:
Complete street address
City, state/province, postal code
Country
Tax identification number (if applicable)
Tax ID Validation
Enter your Tax ID for potential tax exemptions
System validates Tax IDs continuously
Validation status affects tax calculations (reverse charge, exemptions)
If Tax ID changes, validation status resets
Current tax rate displayed based on your billing location and Tax ID status
13. Account Management
Settings Tab
Access at: Billing Settings
Configure your billing preferences:
Set threshold and top-up amounts at Top-up Settings (Top-up mode)
Update billing address
Manage Tax ID information
Set notification preferences
View current tax rates
Switch billing modes (if eligible)
Account Closure
To permanently delete your account:
Go to Profile section in dashboard
Select account deletion option
Confirm deletion
⚠️ Warning: Account deletion is permanent and will:
Terminate all active resources immediately
Delete all data (VMs, storage, backups) irreversibly
Remove payment information from our systems
No refunds for remaining balance
14. Security & Compliance
Payment Security
PCI-compliant third-party payment processor
No card storage on Raff Technologies servers
Secure encryption for all payment data
3DS authentication support for enhanced security
Industry-standard security practices
Data Protection
All billing information encrypted at rest and in transit
Access logging and monitoring
Regular security audits
Compliance with data protection regulations
15. Getting Support
Contact Information
For billing questions, payment issues, or tax inquiries:
Contact Raff Technologies support through official channels
Include your account email and transaction IDs when relevant
Support available for:
Threshold configuration guidance
Payment method issues
Pay-as-you-go mode eligibility
Billing mode questions
Tax and invoice inquiries
Self-Service Options
Most billing tasks can be completed through your dashboard:
View real-time usage and costs
Configure threshold and top-up settings
Update payment methods and billing information
Download receipts and invoices (Pay-as-you-go)
Monitor account balance and payment history
Manage free trial resources
This document covers the complete billing process for Raff Technologies services. For the most current information, always refer to your account dashboard and official communications.