Payment Link Status Tracking

Payment Link Status Tracking

Tracking payment link status helps you monitor payment collection, identify pending payments, and manage your receivables effectively. This guide explains the different payment link statuses and how to track them in EquiBillBook.

Understanding Payment Link Statuses

Payment links in EquiBillBook have different statuses that indicate their current state:

• Generated: The payment link has been created and is ready to be shared
• Sent: The payment link has been shared with the customer
• Opened: The customer has clicked and opened the payment link
• Pending: Payment is in process but not yet completed
• Paid: Payment has been successfully received
• Failed: Payment attempt failed
• Expired: The payment link has passed its expiration date
• Cancelled: The payment link has been cancelled

Viewing Payment Link Status

To check payment link status:

1. Navigate to Sales → Payment Link
2. The payment link list displays all links with their current status
3. Status is usually shown as a badge or label next to each link
4. Click on a payment link to view detailed status information

Status Indicators

Payment link statuses are typically color-coded:

• Generated/Sent: Usually blue or gray - link is ready or shared
• Pending: Usually yellow or orange - payment in process
• Paid: Usually green - payment successful
• Failed: Usually red - payment failed
• Expired/Cancelled: Usually gray or red - link no longer active

Filtering by Status

To filter payment links by status:

1. Go to the Payment Link list page
2. Use the status filter dropdown
3. Select the status you want to view (e.g., "Pending", "Paid", "Expired")
4. The list will update to show only links with that status
5. You can also combine status filters with other filters (date, customer, etc.)

Payment Link Details Page

View comprehensive status information:

1. Click on any payment link from the list
2. The details page shows:
• Current status
• Payment amount
• Customer information
• Reference number
• Creation date and time
• Expiration date
• Payment date (if paid)
• Payment method used (if paid)
• Transaction ID (if paid)

Real-Time Status Updates

Payment link status updates automatically when:

• Customer opens the payment link
• Payment is initiated
• Payment is completed successfully
• Payment fails
• Link expires
• You manually update the status

Tracking Payment Progress

Monitor payment link activity:

• Link Views: See if and when the customer opened the link
• Payment Attempts: Track failed payment attempts
• Time to Payment: See how long it took from link creation to payment
• Payment History: View complete payment transaction history

Status Change Notifications

You can receive notifications when:

• Payment link is opened by customer
• Payment is successfully received
• Payment fails
• Payment link is about to expire
• Payment link expires

Configure notifications in Settings → Notification Settings.

Managing Expired Links

For expired payment links:

1. Filter payment links by "Expired" status
2. Review expired links that haven't been paid
3. Decide whether to:
• Generate a new payment link with extended expiration
• Contact the customer to follow up
• Cancel the link if payment is no longer needed

Managing Failed Payments

When a payment fails:

1. Check the failure reason in the payment link details
2. Common failure reasons include:
• Insufficient funds
• Card declined
• Network issues
• Invalid payment details
• Gateway errors
3. Contact the customer to resolve the issue
4. Resend the payment link if needed

Payment Link Reports

Generate reports to track payment links:

• Status Summary: Overview of links by status
• Payment Collection Report: Track payments received via links
• Pending Payments: List of unpaid links
• Expired Links: Links that expired without payment
• Customer-wise Report: Payment links by customer
• Date-wise Report: Links created or paid within a date range

Exporting Status Data

Export payment link information:

1. Apply filters to get the desired payment links
2. Click the "Export" button
3. Choose export format (Excel, CSV, PDF)
4. Download the file with status and payment information

Bulk Status Updates

For multiple payment links:

• Select multiple links using checkboxes
• Perform bulk actions like:
• Resend payment links
• Cancel multiple links
• Export selected links

Status Workflow

Typical payment link status flow:

1. Generated → Link is created
2. Sent → Link is shared with customer
3. Opened → Customer clicks the link
4. Pending → Payment is being processed
5. Paid → Payment successful (final status)
6. OR Failed → Payment failed, can retry
7. OR Expired → Link expired without payment

Manual Status Updates

In some cases, you may need to manually update status:

• Mark link as "Sent" after sharing
• Cancel a link if payment is received through other means
• Update status if there are synchronization issues
• Note: Manual updates should be used carefully

Best Practices for Status Tracking

• Regularly review pending and expired payment links
• Set up notifications for important status changes
• Follow up on expired links promptly
• Monitor failed payments and investigate causes
• Use filters and reports to analyze payment patterns
• Keep payment link status updated for accurate reporting
• Review status reports weekly or monthly

Troubleshooting Status Issues

If status is not updating correctly:

• Check webhook configuration for payment gateway
• Verify payment gateway integration is working
• Refresh the payment link list page
• Check for any system notifications or errors
• Contact support if status updates are delayed

Effective payment link status tracking helps you stay on top of your receivables, identify issues early, and ensure timely payment collection. Regularly monitor statuses and take appropriate action based on the current state of each payment link.