Account balance & how to add balance

General reward billing

All rewards transactions are billed through your account balance.

• You can choose to pre-load your account balance, OR

• Pay-as-you-go through credit card transactions for each reward billing

  • If you choose to pay-as-you-go, you will be billed every time a person redeems a reward, and every time you send a reward directly to someone (gift cards, monetary rewards/prepaid cards)

Account balance overview

Your Account balance represents the financial balance your company uses to pay for Assembly Rewards redemptions. It is a single, unified balance that applies to all reward redemptions and billing activity.

It shows the total amount available for reward redemptions, and it updates automatically as balance/ funds are added or rewards are redeemed.

You can add balance/ funds to your Account Balance at any time using a credit card, bank transfer, or wire transfer.

All confirmed deposits, redemptions, refunds (if any) will reflect here.

The account balance applies only to Assembly Rewards. It does not include subscription payments or any other non-rewards billing.

Who can use this feature?

Only Admins can view and manage this feature.

Where to find it?

You can view and manage your account balance here:

• Go to https://rewards.joinassembly.com/

• Under the Admin section, click Billing & transactions

Your account balance is displayed at the top of the page.

Understanding your balance

Balance values you may see

• Positive balance (> $0) – pre-loaded balance/ funds currently available for reward redemptions

• Zero balance ($0) – no available funds; you may need to add balance before redeeming

• Negative balance (< $0) - Owed amount (only for invoice-billed customers) shown temporarily until the invoice is generated and paid.

NOTE: Organizations approved for invoice billing may see any owed amount before an invoice is generated. This applies only to a small subset of customers and does not affect most users.

Adding balance/ funds to your account balance

Adding balance to your account balance allows your company to pre-load funds that can be used for Assembly Rewards redemptions by your team.

Once funds are added, the amount becomes available immediately for redeeming rewards.

You can add balance/ funds using:

• Credit Card

• Bank Transfer (ACH)

• Wire Transfer

Funds added appear in your Billing & transactions → Transaction History, along with the status of each payment.

If your organization uses invoice billing, any funds added will first offset any owed amount (if applicable), and the remaining amount will appear as positive balance.

Where to find it?

You can add balance to your account balance here:

1. Go to your Assembly account

2. In the left-hand menu, click Rewards

3. Select Admin → Billing & transactions

4. Click Add Balance

Steps to add balance to your account balance

1. Click on add balance, you will prompted to enter the amount you want to add to your account balance

2. Type the amount you want to add (currently only supports USD)

3. Click Next

4. Choose your payment mode from one of the following (fee may be applicable):

   1. Credit Card

   2. Bank Transfer

   3. Wire Transfer

5. Add a new payment method or select from your saved credit card or bank details

6. Click Pay Now to proceed.

7. Follow the prompts for the selected payment method.

8. Once payment is confirmed, the funds are added to your Account Balance and available for reward redemptions.

NOTE: For invoice-billed customers, added funds first offset any owed amount before showing as positive balance.

Adding balance using wire transfer

If you select wire transfer, Assembly will generate an invoice containing the amount pre-selected for adding balance, and Assembly’s bank details for funds transfer.

1. Click on Add Balance

2. Enter the amount → click Next

3. Select Wire Transfer as your payment mode

4. Review instructions and payment summary

5. Click Generate Invoice

6. Click View/ Download Invoice

7. The invoice generated will be downloaded on your local device.

You can then complete the transfer using the bank details shown on the invoice. Wire transfers may take up to 7–10 business days.

NOTE: The transfer amount must match the invoice amount exactly to avoid any discrepancies and completed before the due date.

Once the funds transfer is received:

• The status in the transaction history updates to Success

• Your Account Balance increases based on the transferred amount.

• A confirmation email is sent automatically.

If confirmation is not received within 7–10 business days, contact Support.

Auto-reload your balance

Auto-reload allows your organization to automatically add funds to your Account Balance whenever it becomes low. This helps ensure your team always has funds available for reward redemptions without manual top-ups.

Feature overview

Auto-reload helps your team maintain a consistent balance by adding funds automatically when your Account Balance falls below a minimum amount you set.

You can configure:

• Minimum balance — the balance threshold that triggers Auto-reload

• Reload amount — how much to add each time funds run low

• Payment method — Credit Card or Bank Transfer

Once Auto-reload is enabled, every successful reload appears in Transaction History, clearly marked as an auto-reload entry.

Note: Auto-reload is turned off by default.

Where to find it?

1. Go to your Assembly account

2. In the left-hand menu, click Rewards

3. Select Admin → Billing & transactions

4. Click on Settings tab → Auto-reload

How to enable auto-reload for your account balance?

1. Go to the Settings tab

2. In the Auto-reload section, turn the toggle ON

3. Enter the Minimum balance you want to maintain as your Account Balance, and click Next

4. Enter the Reload amount that should be added each time your balance falls below the minimum amount, and click Next

5. Select a payment method (Credit Card or Bank Transfer)

6. Review your settings, authorise, and click Confirm Auto-reload to enable Auto-reload for your team’s reward redemptions

All added balance/ funds appear in Transaction History.

Once enabled, you will see:

The Auto-reload enabled within the Settings tab, along with:

• Minimum balance you’ve set

• Reload amount you’ve set

• Selected payment method

To edit these settings, click Edit next to Auto-reload.

How to edit your Auto-reload settings?

1. Go to Settings → Auto-reload

2. Click Edit

3. Update the minimum balance, reload amount, or payment method

4. Click Save

How to disable Auto-reload for your Account Balance?

1. Toggle Auto-reload OFF

2. You will be prompted to confirm the changes

3. Click Yes, disable to confirm (or click X to cancel)

Note: Auto-reload is disabled by default.

Reward transactions when balance is insufficient

If your balance is low or insufficient at the time of a rewards transaction (someone redeems a reward or you send a reward):

• We will automatically bill the default stored payment on file

• If this backup payment fails, the reward redemption will fail until you update your account balance and/or default payment method