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Set Up Automatic Balance Top-Up for Expense Cards

How to turn on Auto Top-Up so your Workyard Business Checking balance refills automatically and your expense cards stay funded in the field.

Written by Parisa Gonzalez

Auto Top-Up keeps your expense cards reliably funded without anyone watching the balance. You set a minimum threshold and a refill amount, and Workyard automatically pulls funds from your linked bank into your Business Checking account whenever the balance dips below your line — so cards keep working at the lumber yard, the gas pump, and the supply house.

Platform: Workyard Web App — Expense Management > Account

Step-by-step instructions

Step 1: Open the Account tab and start setup

In Expense Management, go to the Account tab and find the Fund Your Account section. The Auto Top-Up panel shows either an Off or Disabled status. Click Turn on auto top-up to begin.

Step 2: Set your top-up rule

In the Update your auto top-up rule window (Step 1 of 2), choose your Source bank from the dropdown, then set two values: Trigger when balance drops below (your minimum threshold) and Top up by (the amount to add each time). The YOUR RULE preview updates to confirm your settings — for example, "When my balance drops below $195,000.00, pull $5000.00 from Citizens Bank." Click Continue.

Step 3: Authorize and verify your account

On the Authorize and enable screen (Step 2 of 2), review the rule, then complete verification. A code is sent by text to your phone — enter it in the Verify your account window and click Verify. If you don't receive it, click Resend Code.

Step 4: Confirm Auto Top-Up is on

You'll see an Auto top-up updated confirmation, and the Auto Top-Up panel now shows an On status with your rule and the time of the last top-up. Automatic refills appear in the Payments table tagged Auto Top-up. To change the rule later, click Update auto top-up.

How automatic top-ups run

Workyard checks whether your balance qualifies for a top-up at two points: every time you update the rule's configuration, and after each spend transaction on your cards. A few built-in safeguards that control whether a top-up actually fires:

  • 30-minute grace period. After a top-up runs successfully, there is a 30-minute wait before another can be triggered. This is a security measure to prevent rapid, repeated refills.

  • Pending ACH debits pause top-ups. If you have other pending ACH debit transactions, an auto top-up won't trigger until those have finished processing. This prevents duplicate or accidental top-ups.

How to turn off Auto Top-Up

Step 1: Open the rule window

In the Auto Top-Up panel (showing an On status), click Update auto top-up. In the Update your auto top-up rule window, click Turn off auto top-up at the bottom left.

Step 2: Verify your account

For security, turning Auto Top-Up off also requires verification. A code is sent by text to your phone — enter it in the Verify your account window and click Verify.

Step 3: Confirm it's off

You'll see an Auto top-up turned off confirmation, and the Auto Top-Up panel returns to a Disabled status. Your rule details are kept on file, so you can click Turn on auto top-up to re-enable it whenever you like.

Quick summary

  1. Open Expense Management > Account and click Turn on auto top-up.

  2. Choose your Source bank, set the balance threshold and the top-up amount, then click Continue.

  3. Review the rule, click through to verification, enter the texted code, and click Verify.

  4. Confirm the Auto Top-Up status shows On — refills will now run automatically.

  5. To turn it off, click Update auto top-up > Turn off auto top-up, then verify with the texted code.

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