Credit & Billing

Organizations where costs for print, scan and copy use need to be charged back to clients or tracked by project need a way to accurately and easily handle the accounting. The Credit and Billing module allocates and tracks costs. The module can also manage pay-for-print services with user accounts.


Accurate Accounting for Billing Allocation

The Credit and Billing module tracks and reports on the billing codes entered by the user for easy accounting and tracking. Organizations can use budget center or client codes to track printing, scanning and copying costs. The print device can be configured to present a list of billing codes or project numbers available to the user.

Informed Choices, Less Waste

With Credit and Billing, users are made aware of the estimated cost of each print job immediately after the job is submitted, through a user message window. The user can choose to make a more cost-efficient decision about the job. For example, the user can choose to convert a color print job to grayscale or single side to duplex before it is printed.

For 3D printing, DeeControl, software that translates a 3D model into printing instructions, informs the user about the estimated amount of filament the model will use prior to printing.

Managing Pay-For-Print Services

Organizations such as educational institutions, public libraries or hotel business centers, that accept payment for 3D and paper print, copy and scan services, can utilize the Credit and Billing module in combination with our YSoft Payment Machine, to automate the loading and reloading of user accounts. Some organizations allocate specific employees or students a budget of free printing, and charge for printing only when the allocation has been exceeded. Credit and Billing can be set up to manage this configuration and it may also be administered by staff using the Cash Desk management web-based application.

Print Quotas to Control Costs

Organizations that want to fully realize the cost savings of Managed Print Services (MPS), can set up print quotas to ensure cost controls are adhered under print governance policies for their fleet of multifunction devices (MFDs). Administrators may set up shared or individual page quotas per users and by cost centers to match goals under an MPS contract.


The Credit and Billing module also provides a revenue opportunity through pay-for-print services and accurate cost allocation and recovery.

Credit and Billing offers the flexibility and control to chargeback costs for printing, copying and scanning. As a convenient, time-saving and easy-to-use solution for pay-per-print services, users are also informed of the cost of their job to enable better usage decisions to reduce costs.

This module offers three ways to reduce or recover costs and increase revenue:

  • Make users accountable for their 3D and paper print, copy, or scan jobs, to encourage cost-saving habits.
  • Billing codes can be selected to allocate print services use to separate projects.
  • Print, copy or scan job costs can be included in Reports for administrator or executive management on where waste or cost reduction measures can be put into place.

Accounting Features

The accounting features of the Credit and Billing module provide numerous ways to reduce your organization’s costs:

  • The administrator can create price lists for specific printers, individual users and cost centers.
  • Users can see the costs associated with their 3D and paper print, copy, and scan jobs. Costs for paper, copy and scan jobs can be displayed for the user at the MFD or a YSoft be3D printer when working with 3D models.
  • Billing codes enable users and clients to be billed for printing costs.
  • Costs can be included in YSoft SafeQ Reports for use by management to decide if cost reduction measures need to be put into place.

The administrator can set up billing codes which enable your organization to manage and track costs by users, departments, projects, and cost centers. For example, when people from various departments work together on multiple projects for different clients, you can track print costs for each specific client and bill for them accordingly.

The user can choose the appropriate billing code for their job when they send a print job from YSoft SafeQ Client at their PC, or they can select the code at the printer from options displayed on a YSoft SafeQ terminal.

Managing billing codes is easy and can be done in bulk:

  • Billing codes can be imported from a CSV file.
  • Billing codes can be assigned to a cost center, eliminating the need to define codes for each user.

In order to reduce costs even further, your organization can manage excessive usage by blocking certain print jobs or by billing jobs to the user. If your organization is an educational institution, this capability is probably essential.

The YSoft SafeQ Credit and Billing module enables your organization to define policies that include quotas for free services. This is achieved by issuing virtual credit which can automatically replenish a user’s print services account on a predetermined basis. For usage above the quota or when your organization wishes to charge for services, the Credit and Billing module enables users to pay for the services via a personal credit account.

Information about how much the user can spend is presented on YSoft SafeQ terminals or in the YSoft Payment Machine, a self-service portal.

When a user exceeds the allowed quota, virtual credit limit, and any purchased personal credit, a notification appears on the terminal.

Cash Desk is a web application that enables a designated employee to manage user accounts by accepting cash and applying the credit to a user’s account. Cash Desk may be suitable for your organization if your user base is small and/or if numerous account operations are not required – for example, if virtual credit is sufficient to handle most users’ needs.

Cash Desk enables the designated manager to apply credit to a user’s account, refund personal credit, or make a refund if a job was not finished correctly, for example, if paper jammed.

Notifications can inform users immediately if their credit balance is less than a defined amount. This notification occurs as soon as the defined amount is reached, so users can recharge their account immediately and not at the point when they need to print or copy. Users attempting to use print and copy services with insufficient credit can be blocked.

Notifications can also be sent to inform the account holder about transactions. This serves to alert a user if their account was used without their knowledge. Personal credit accounts represent real money, subject to possible unauthorized use. If a transaction was not authorized, the user can ask the administrator for a refund and have the unauthorized amount returned to the account.

Additionally, for 3D printing, notifications alert the user when the print job is nearly finished. Notifications to 3D printer Administrators alert when there is a printer issue (out of filament or needs service for example). All notifications are fully customizable and can be set up according to your organization’s policies and needs.

For organizations with a high amount of print system traffic, administrative costs can be reduced by giving users access to a self-service process.

Self-service gives users the ability to recharge their accounts via a payment gateway. Users can use PayPal or a credit card to recharge their accounts. Additionally, the self-service feature can be easily integrated with a variety of other payment gateways available on the market today.

If your organization wishes to charge for 3D and paper print, scan, and copy services, the Credit and Billing module enables users to purchase personal credit and use it to pay for services.

Personal credit can also be used to buy services in conjunction with any available virtual credit quota. The Credit and Billing module enables your organization to choose the most convenient way for users to purchase personal credit: Cash Desk, payment gateways, vouchers, or self-service payment machine.

An effective means of reducing costs is to make users aware of the costs associated with their print, copy, or scan job before the MFD or 3D printer performs the job. To have the biggest impact, job cost estimates are provided on the MFD interface, or in the case of a 3D model, the estimated filament requirement is displayed on the YSoft be3D printer interface. The user can then choose to make a more cost-efficient decision about the job. For example, the user can choose to convert a color print job to grayscale before it is printed or design 3D model parts to print more efficiently or at a lesser quality setting if it is a first sample prototype.

In certain environments, it is not feasible to deploy the YSoft SafeQ Client on user workstations. In this case, users can see price estimates at the printer on the user interface of the YSoft SafeQ Terminal Embedded or Y Soft hardware terminal.

Users typically make their prints, copies, and scans on several different printers. The administrator can set up a different price list for each MFD based on the actual costs of prints, copies, and scans for each specific printer. The price of each job is accounted for accordingly for the printer that performed the job.

The YSoft SafeQ Credit and Billing Module also helps your organization minimize the indirect costs of printing. For example, separate pricelists can be created for employees, such as managers. These pricelists can account for not only the price of each job, but also the time for the job. This type of price list can also be created for cost centers.

Predefined templates make it easy for administrators to create price lists. Each template can be linked to a specific printer, user, or cost center.

Virtual credit represents the amount of free print services available to the user. Once the administrator assigns it, it cannot be withdrawn by the user and is reduced accordingly only when the user prints, copies, or scans.

Virtual credit quotas can be created for employees or students for paper print, copy and scan services.

To reduce administrative tasks, the YSoft SafeQ Credit and Billing module enables the administrator to define periodic automatic recharges that provide users with new virtual credit at defined intervals. Unused virtual credit can be moved to the next defined period.

You may want to automate the recharge process by means of vouchers if your organization:

  • Has a large amount of recharging traffic.
  • Does not want to offer electronic payment.
  • Does not want to have a dedicated person who handles cash transactions.

Vouchers are unique codes that are distributed in paper or electronic form. An administrator can define large numbers of vouchers at one time, easily export them to a template, and print them onto cards. These cards are then sold to users (either through a vending machine or by a receptionist) and users can redeem them to use for self-service printing.

Companion Product and Module

YSoft SafeQ Payment Machine

When used with the Credit and Billing module or YSoft be3D eDee, this optional self-service payment device allows users to add credit to their print services account by accepting coins and bills of the selected currency. YSoft Payment Machine  is secured against theft and automatically sends a message to the Administrator if tampering is detected.

Automatic Enforcement of Print Governance

Many organizations need to include print usage into their corporate environmental and cost saving policies. For example, a company policy may mandate that large documents always stay in digital format and never be printed. When the Rule-Based Engine module is used with the Credit and Billing, the administrator can create a rule that automatically rejects such jobs and sends a notification to the user that their job was rejected because of company policy.

The Credit and Billing module is available in these Y Soft products

The Power behind the Platform 

YSoft SafeQ is the power behind the Y Soft Workflow Solutions Platform. Due to our scalable and flexible Building Block Architecture, customers can choose print management in a range of deployment options:
  • as a Y Soft cloud hosted service; 
  • on-premise in a private cloud;
  • a combination of on-premise and private cloud.  
YSoft SafeQ can be purchased in Suites, Modules, or in the case of YSoft be3D eDee and YSoft SafeQEdge Core, in bundled solutions where YSoft SafeQ and other Y Soft technologies and services are united to provide unique solutions. Y Soft products are offered as a subscription service or perpetual licenses.


Contact us using the link below to learn about the best options for you and your business needs.
YSoft SafeQ + Epic
YSoft SafeQ + Epic
SafeQ is now integrated with Epic for secure printing in Healthcare