Payment Tracking Overview

What this feature does

The Payment Tracking feature gives you a complete view of all money transactions happening in your business. You can see every payment your customers have made, whether they paid successfully, if a payment is still processing, or if something went wrong. Think of it as your financial command center where you can monitor the health of your revenue in real-time.

Who it is for

This feature is essential for:

• Business owners who want to keep a close eye on daily revenue and cash flow

• Managers responsible for reconciling payments and tracking financial performance

• Accountants or bookkeepers who need detailed transaction records for reporting

• Anyone who handles money in your business and needs to verify that payments were received correctly

When to use it

You'll find yourself using the Payments page regularly in these situations:

• Daily revenue checks: Start or end your day by reviewing how much money came in and through which payment methods

• Customer inquiries: When a customer says they paid but their order shows unpaid, check the payment status to resolve the issue quickly

• Reconciliation: Match your bank deposits or mobile money receipts with the transactions shown in the dashboard

• Spotting issues: Identify failed or pending payments that might need your attention

• Financial reporting: Export payment data to share with your accountant or for tax purposes

Key concepts

Payment Status Each transaction has a status that tells you what happened:

• Success: The money was received and everything went smoothly

• Pending: The payment is still being processed by the bank or mobile money provider

• Failed: Something went wrong and the payment didn't go through (the customer wasn't charged)

Payment Types Customers can pay using different methods:

• Card: Credit or debit card payments processed online

• Cash: In-person cash payments that you record manually

• Mobile Money: Payments through services like MTN Mobile Money or Vodafone Cash

Payment Metrics At the top of your Payments page, you'll see important summary numbers:

• Total Amount: The total value of all successful payments received

• Total Payments: How many payment transactions have been made

• Successful: Count of payments that completed successfully

• Success Rate: The percentage of payments that succeeded (helps you spot if there are technical issues)

Reference ID Every payment gets a unique reference number (like a tracking number for packages). You can use this to look up specific transactions or help customers verify their payment.

Order Connection Each payment is linked to a specific order or booking, so you can trace which customer purchase the money relates to.

Transaction Details When you click on any payment, you can see a complete breakdown including:

• Subtotal (the cost of items before fees and taxes)

• Tax amounts

• Service fees

• The final total amount paid

Common questions

Why does a payment show as "pending" for a long time?

Pending payments usually process within a few minutes, but sometimes they can take longer depending on the customer's bank or mobile money provider. If a payment stays pending for more than 24 hours, it typically means the transaction wasn't completed. The customer may need to try paying again. Check with your payment provider if you see many stuck pending payments.

Can I manually mark a cash payment as received?

Cash payments are usually recorded when you create an order and select "Cash" as the payment method. The system will show it as successful immediately since you're confirming you received the physical cash. Make sure you only do this once you actually have the money in hand.

What should I do if a customer says they paid but I don't see it?

First, check if the payment might be in "pending" status rather than failed. Ask the customer for their payment reference number or receipt, then search for it in your Payments page. If you still can't find it after searching, the payment likely didn't go through on their end, and they may need to check with their bank or mobile money provider.

How do failed payments affect my business?

Failed payments don't cost you anything, but they might indicate a problem. If you see many failed payments, it could mean customers are having trouble with your payment process. Look for patterns - is it happening with a specific payment method? At certain times? This helps you identify and fix issues quickly.

Can I get a detailed record of all my payments for accounting purposes?

Yes! You can export your payment data as a spreadsheet file. Use the filtering options to select the date range you need, then click the "Export CSV" button. This gives you a complete record with all transaction details that you can share with your accountant or use for your own bookkeeping.