Payment Processing Overview

Understanding how payment processing works in Kwilio helps you manage cash flow, track payments accurately, and handle various payment scenarios effectively.

Payment Workflow

Step 1: Invoice Creation

An invoice is created for services provided, with a due date and payment terms.

Step 2: Invoice Delivery

The invoice is sent to the client via email or other delivery method.

Step 3: Payment Receipt

Client sends payment through the method specified on the invoice.

Step 4: Payment Recording

When payment is received, record it in Kwilio with payment details.

Step 5: Status Update

Invoice status automatically updates to "Paid" when payment is recorded.

Payment Methods

Kwilio supports tracking payments for various methods:

• Traditional Methods: Cash, check, bank transfer
• Card Payments: Credit and debit cards (processed externally)
• Online Payments: Payment gateways if integrated
• Other: Any other payment method with notes

Partial Payments

When clients make partial payments:

• Record each payment separately
• System tracks total paid vs. invoice amount
• Status shows "Partially Paid" until full payment
• Continue recording payments until invoice is fully paid

Payment Reconciliation

To ensure accuracy:

• Regularly compare Kwilio records with bank statements
• Verify payment amounts match what was received
• Update records for any discrepancies
• Keep detailed notes on payment issues

Handling Payment Issues

Common scenarios and solutions:

• Overpayment: Record as received, note credit for future invoices
• Underpayment: Record partial payment, follow up for balance
• Returned Payment: Reverse the payment record, update invoice status
• Disputes: Document in notes, work with client to resolve