Manage a prepaid campaign with a fulfilment partner
Before the partner sends anything, sign off the recipient list and set a spend cap. Agree what the final report must prove. If the job is to recharge phones, ask for confirmation against each order. If the job is to distribute vouchers, agree whether the report should count PINs issued or show which ones were redeemed.
| Stage | Your team owns | Partner owns |
|---|---|---|
| Approval | Eligibility, value and purpose | Confirmation of the agreed capability |
| Handover | Reviewed list and version | Acknowledgement and validation results |
| Release | Sign-off on count, total and timing | Fulfilment within the agreed scope |
| Closeout | Final reconciliation and recipient communication plan | Order evidence and open exceptions |
By Freepaid · Published
Agree on the acceptance rules in writing
Provide the product, value, number of people, approved timing and support route. Record the required input fields and how they will be transferred. Share only the information needed for fulfilment. For vouchers, define how PINs will be handled and who can see them. For direct recharge, confirm how the partner validates the input and reports each original reference.
Before you authorise the send, ask the partner to confirm which file they checked, how many rows it has and the total face value. Have them list any rows they held and say what needs fixing. Let the campaign owner approve the corrections and give the revised file a new version number so nobody sends the old one.
Reconcile a partial handover
If you approve 300 rewards of R25 and the partner accepts 290 rows, you still have ten to review. The approval covers R7,500. Release R7,250 and keep R250 in reserve. If you can fix five of the held rows, approve those five in a second release. Keep the other five on hold and record both releases against the original approval.
Keep two queues. A row that failed validation needs correcting before it can be sent. An order you already sent needs a status check against its original reference before anyone approves a replacement.
Agree what a complaint needs
Tell recipients who to contact if their reward fails to arrive. Agree what support needs to investigate, such as the original reference and a short description of the problem. Staff should be able to pass those details without sending a PIN or a whole contact list. Agree when the recipient can expect an update and who takes over if the case runs late.
Close the campaign with totals for eligible, held, issued or fulfilled, failed and unresolved items. Compare these with the supplier statement and the approved budget. Agree what to do with outstanding cases and which records to retain. If the report cannot support that closeout, adjust the handover and reporting format before the next campaign. AllNetAirtime rewards · SIMcloud
Verify the handover with a read-back
Ask the partner to read back the release version, total and scope before they submit. When the partner uses a third party for delivery, confirm whose records the buyer receives and who will investigate the original reference. Give the support team one contact who can route the case correctly.