> ## Documentation Index
> Fetch the complete documentation index at: https://reseller-docs.wamatrix.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Offline payments

> Review and approve tenant bank transfer payment requests.

When a tenant pays by bank transfer instead of an online payment gateway, they can submit a payment request from their billing page.

**Sales → Offline Payments** is where you review these requests.

<Frame caption="The Offline Payments list, with each request's status, amount, and reference">
  <img src="https://mintcdn.com/reseller-docs/N3dwUQXnwHM07XTT/images/pa/offline-payments-list.png?fit=max&auto=format&n=N3dwUQXnwHM07XTT&q=85&s=4177c21da2a6fbeb87fc460d7b555660" alt="The Offline Payments list, with each request's status, amount, and reference" width="1632" height="559" data-path="images/pa/offline-payments-list.png" />
</Frame>

<Info>
  Offline payments are handled directly between you and the tenant. The platform does not verify the bank transfer. The tenant's subscription is updated only after you approve the request.
</Info>

## Offline payment process

<Steps>
  <Step title="Tenant transfers the payment" icon="landmark">
    The tenant sends the payment to your bank account.
  </Step>

  <Step title="Tenant submits a request" icon="send">
    The tenant submits a payment request with the payment reference. The request appears as **Pending**.
  </Step>

  <Step title="You verify the payment" icon="search">
    Check your bank account and confirm the payment was received.
  </Step>

  <Step title="Approve or reject" icon="circle-check">
    **Approve** the request to activate the subscription, or **Reject** it if the payment cannot be verified.
  </Step>
</Steps>

## Payment request details

| Column        | Description                                              |
| ------------- | -------------------------------------------------------- |
| **Tenant**    | Tenant who submitted the payment request.                |
| **Plan**      | Plan the tenant is paying for.                           |
| **Amount**    | Amount submitted by the tenant.                          |
| **Status**    | Current request status: Pending, Approved, or Rejected.  |
| **Reference** | Payment reference provided by the tenant.                |
| **Reviewed**  | Date and time when the request was approved or rejected. |
| **Submitted** | Date and time when the request was submitted.            |

## Review a payment request

Click a request to view its details.

<Frame caption="A payment request's review page, with the payment details alongside the approve and reject panels">
  <img src="https://mintcdn.com/reseller-docs/N3dwUQXnwHM07XTT/images/pa/offline-payment-review.png?fit=max&auto=format&n=N3dwUQXnwHM07XTT&q=85&s=d3306817b4239ad5c6deaef3ff509379" alt="A payment request's review page, with the payment details alongside the approve and reject panels" width="1635" height="651" data-path="images/pa/offline-payment-review.png" />
</Frame>

| Section             | What it shows                                                                                       |
| ------------------- | --------------------------------------------------------------------------------------------------- |
| **Payment Details** | Tenant, plan, billing cycle, payment amount, payment reference, submission date, and payment proof. |
| **Review Actions**  | Approve or reject the request while it is pending.                                                  |
| **Review Decision** | The review result, reviewer, review date, and notes after the request is reviewed.                  |

### Verify the payment

Before approving a request:

<Steps>
  <Step title="Confirm the payment arrived">
    Check your bank account to confirm that the payment was received.
  </Step>

  <Step title="Match the amount">
    Compare the **Amount** with the amount received.
  </Step>

  <Step title="Check the reference">
    Match the **Reference** against your bank statement.
  </Step>

  <Step title="Check the proof">
    If payment proof is attached, select **View Proof** to check it.
  </Step>
</Steps>

<Note>
  Payment proof is optional. If the tenant does not upload a file, the payment details will show that no proof was attached.
</Note>

## Approve a payment request

Select **Approve & Activate Subscription** after confirming the payment. Approval will:

* Activate or renew the tenant's subscription.
* Create an invoice and mark it as paid.
* Send a confirmation email to the tenant.

You can also add an **Admin Note** during approval. Admin notes are for internal use and are not shown to the tenant.

<Warning>
  **Approval cannot be undone.** Make sure the payment has been received and the amount is correct before approving the request.
</Warning>

## Reject a payment request

If the payment cannot be verified, select **Reject**. A rejection reason is required.

<Info>
  The **rejection reason is shown to the tenant**. Write a clear reason that explains why the payment request was rejected — for example, *"No payment was received with this reference."*
</Info>

The tenant receives an email with the rejection reason. Their subscription is not changed, and they can submit a new payment request after correcting the issue.

<Warning>
  Any payment proof uploaded by the tenant is deleted when the request is rejected. Download the proof first if you need to keep a copy.
</Warning>

## Reviewed payment requests

Approved and rejected requests remain in the list as payment history.

* Reviewed requests cannot be edited or deleted.
* A request can only be reviewed once.
* An approved or rejected request cannot be reviewed again.