Payments

The Payments page is used to monitor and process approved invoice payments. Admins can view payment data across stores. Store owners and authorized store users see billing payments for authorized stores only.

Purpose

Use Payments to:

• See which invoices are ready for collection.
• Separate automatic payment candidates from manual payment candidates.
• Initiate online payment collection.
• Record offline/manual payments.
• Retry failed payments.
• Review failure details.
• Track processing, paid, failed, and overdue invoices.
• Export payment data.

Payment Dashboard Cards

Cards appear in payment lifecycle order. Click a card to filter the table to that category.

Card	Meaning
Pending	Approved invoices ready for automatic collection because the store has an active payment method.
Manual	Approved or overdue invoices that require manual/offline payment because no active payment method is available or manual recovery is needed.
Processing	Invoices where payment was submitted and final provider result is pending.
Paid	Invoices paid through Stripe or recorded as offline paid. The card caption shows Stripe and Manual counts.
Failed / Action Required	Invoices where online payment failed or provider action is required.
Overdue	Unpaid invoices past the due date.

Each card shows invoice count and total amount.

Default Landing Behavior

When the Payments screen opens:

• Payment Status defaults to Pending.
• The Pending card is active.
• The table shows payment-pending invoices.
• Pagination starts at page 1.

When you click a dashboard card:

• The card becomes active.
• Payment Status changes to that category.
• The table reloads.
• Pagination resets to page 1.

Payment Filters and Toolbar Actions

Field or button	Purpose
Search	Searches Invoice Number, Store, and Billing Period.
Payment Status	Filters by All, Pending, Manual, Processing, Paid, Failed / Action Required, or Overdue.
Invoice Status	Filters by invoice lifecycle status, such as APPROVED, OVERDUE, PAID, VOID, or CANCELLED.
Payment Method	Filters by All, Stripe, Card, Bank Account, or Offline.
Billing Month	Filters by billing period month.
Payment Date	Filters by exact payment date.
Reset	Clears filters and returns to Pending.
Refresh	Reloads payment data with current filters.
Export	Downloads the current payment rows as billing-payments.csv.

There is no separate Store filter. Use Search to find payments by Store Name or Store Unique ID. Store Unique ID is also included in the Invoice Number.

Payment Table Columns

Column	Meaning
Invoice Number	Invoice being paid.
Location Name	Store location name when available.
Store Name	Store display name from the store name field.
Billing Period	Invoice billing period.
Amount	Invoice amount.
Customer Name	Billing customer name.
Source	Payment source. This displays Stripe.
Payment Method	Attached payment method label, such as ACH-0079 or Card-3304.
Payment Status	Current payment status. Failed rows can show an info icon.
Attempts	Latest payment attempt count.
Payment Date	Paid date or latest payment attempt date when available.
Actions	Available payment actions.

Pagination

Payments use server-side pagination.

Controls:

• Rows per page: 10, 25, 50, or 100.
• Previous and Next page.
• Page number selector.
• Total record count.

Changing filters or dashboard category returns the table to page 1.

Payment Row Actions

Action	Availability	Purpose
Collect	Eligible approved or overdue invoices with an active payment method and payment not already paid, processing, void, or cancelled	Initiates online payment collection for one invoice.
Retry	Failed or action-required invoices that are not paid, void, or cancelled	Retries online payment for one invoice.
Manual Paid	Approved or overdue invoices that are unpaid and not processing	Opens Record Offline Payment.
Failure info icon	Failed or action-required rows with failure details	Opens Payment Failure Details.

Bulk Payment Actions

Button	When shown	What it does
Collect Payments	At least one displayed invoice is eligible for bulk collection.	Initiates online collection for all eligible displayed invoices.
Retry Failed Payments	At least one displayed invoice is eligible for bulk retry.	Retries payment for all eligible displayed failed/action-required invoices.

Bulk actions skip invoices that no longer qualify, including invoices without an active payment method. After the request, Pixaro shows a summary of successful, skipped, and failed initiations.

Manual payments are recorded one invoice at a time because each payment needs its own date, amount, reference number, payer, bank, and notes.

Collect Online Payment

Use this workflow when an approved invoice has an active payment method.

1. Open Billing > Payments.
2. Confirm the Pending card is selected.
3. Use Search, Billing Month, or other filters if needed.
4. Click Collect for one invoice, or Collect Payments for all eligible displayed invoices.
5. Wait for the success message.
6. Open Processing to monitor submitted payments.
7. After the provider confirms payment, confirm the invoice appears under Paid.

If collection is not available, confirm:

• Invoice is APPROVED or OVERDUE.
• Payment status is NOT_INITIATED, FAILED, or REQUIRES_ACTION.
• Store has an active payment method.
• Invoice is not PAID, VOID, or CANCELLED.

Record Offline Payment

Use this workflow when payment was collected outside Stripe, such as bank transfer, EFT, direct deposit, cheque, cash, or other manual method.

1. Open Billing > Payments.
2. Click the Manual card, or filter to the invoice.
3. Click Manual Paid.
4. Select Payment Method.
5. Enter Payment Date.
6. Enter Amount Received.
7. Enter Reference Number.
8. Optionally enter Payer Name, Bank Name, and Notes.
9. Click Record Payment.
10. Confirm the success message.
11. Verify the invoice appears under Paid.

Record Offline Payment Fields

Field	Required	Purpose
Payment Method	Yes	Offline method: Bank Transfer, EFT, Direct Deposit, Cheque, Cash, or Other.
Payment Date	Yes	Date payment was received. Defaults to today's date when the dialog opens.
Amount Received	Yes	Amount received. Must be greater than 0.
Reference Number	Yes	Bank, cheque, cash receipt, or internal payment reference.
Payer Name	No	Name of payer or contact.
Bank Name	No	Bank name when applicable.
Notes	No	Internal notes about the payment.

Offline payment is blocked while Stripe payment is processing. Wait for the Stripe attempt to finish or fail before recording an offline payment.

Retry Failed Payment

Use this workflow after reviewing and resolving the failure reason.

1. Open Billing > Payments.
2. Click Failed / Action Required.
3. Click the failure info icon to review failure details.
4. Confirm the store has an active payment method.
5. Resolve the issue, such as insufficient funds, declined card, bank verification, or replaced method.
6. Click Retry for one invoice, or Retry Failed Payments for all eligible displayed invoices.
7. Monitor Processing.
8. Confirm the invoice moves to Paid or review failure details again if it fails.

Payment Failure Details Dialog

Click the info icon on a failed or action-required row.

The dialog shows:

Field	Meaning
Failure Code	Provider or system failure code.
Failure Message	Explanation of the failure.
Stripe PaymentIntent ID	Stripe payment reference when available.
Failed Date & Time	When the failure occurred.
Payment Attempt Number	Latest attempt number.
Last Retry Date	Most recent retry attempt date.
Next Recommended Action	Suggested user action before retrying.
Current Payment Method	Current card or bank summary.

The Payment Attempt History table shows:

• Attempt
• Status
• Failure Code
• Message
• Date

Common recommended actions:

Failure situation	Recommended action
No active payment method	Add or replace the payment method, then retry.
Insufficient funds	Add funds or use another payment method, then retry.
Authentication required or requires action	Complete bank/card verification or update the payment method, then retry.
Card declined or generic decline	Use another payment method or contact the bank, then retry.
Other failure	Review payment method details and retry after the issue is resolved.

Store Owner and Authorized User Payments View

Store owners and authorized store users are redirected to Billing > Payments. They do not use the admin Customers or Invoices screens.

Store owners and authorized store users can:

• Review payment dashboard cards for the currently selected store context.
• View invoices represented in the payment table.
• Initiate eligible payment collection.
• Retry eligible failed payments.
• View payment failure details.

If a user has access to multiple stores, the payment list follows the currently selected store. Switching stores reloads the payment rows for the selected store only.

Store owners and authorized store users cannot:

• Access admin Customers.
• Access admin Invoices.
• Prepare billing data for multiple stores.
• Approve invoice drafts.
• Configure billing plan mappings.
• Export all-store admin billing lists.

Payment Workflows

Collect Payments Online

1. Open Billing > Payments.
2. Select Pending.
3. Click Collect for one invoice or Collect Payments for all eligible displayed invoices.
4. Check Processing.
5. Confirm successful payments under Paid.

Record Manual or Offline Payment

1. Open Billing > Payments.
2. Select Manual.
3. Click Manual Paid.
4. Enter required offline payment details.
5. Click Record Payment.
6. Confirm the invoice appears under Paid.

Retry Failed Payment

1. Open Billing > Payments.
2. Select Failed / Action Required.
3. Open failure details.
4. Resolve the recommended action.
5. Click Retry or Retry Failed Payments.
6. Monitor Processing and Paid.

Export Payments

Click Export to download the current payment rows as billing-payments.csv.

The export includes invoice, location name, billing period, amount, customer name, payment source, payment method, payment status, attempts, and payment date.

Payments Troubleshooting

Issue	What to check
Collect is disabled	Confirm invoice is approved or overdue, unpaid, not processing, not void/cancelled, and the store has an active payment method.
Collect Payments button is not shown	No currently displayed invoices are eligible for bulk collection.
Manual Paid is disabled	Confirm invoice is approved or overdue, unpaid, and not currently processing through Stripe.
Retry is disabled	Confirm payment status is FAILED or REQUIRES_ACTION and invoice is not paid, void, or cancelled.
Retry Failed Payments button is not shown	No currently displayed invoices are eligible for bulk retry.
Failure info icon is missing	Failure details show only for failed or action-required payment statuses.
Store has plans but still appears Manual	Confirm the store has an ACTIVE saved payment method. Billing plans and payment methods are configured separately.
Store owner or authorized store user cannot access Customers or Invoices	This is expected. Those pages are admin-only. Store owners and authorized store users use Payments and the store-level Billing tab.