Payments Overview

remmu has a unified payment system that handles all money movement in your club — student fees, package purchases, one off charges, and instructor compensation 💳 payment flow payment is created — either automatically (recurring monthly fee) or manually (admin records a payment) member pays — via bank transfer (upload proof) or online payment (commercepay) payment is confirmed — automatically for online payments, or by admin approval for bank transfers receipt is sent — member receives a whatsapp notification and/or email with their receipt 📊 payment statuses status meaning draft generated as a draft for admin review — not yet visible to members pending payment created, waiting for member to pay processing online payment initiated, waiting for gateway confirmation paid payment confirmed and complete overdue payment past due date rejected proof uploaded but rejected by admin failed online payment failed at gateway partially paid some payment received, balance remaining cancelled payment voided by admin refunded payment was refunded — see credit notes & payment vouchers docid\ hv0ua8qgzfsebecfvmnlk 🏷️ payment types remmu tracks different kinds of charges under one unified system class fees — monthly, per session, or package based package purchases — upfront session blocks one off charges — custom amounts for merchandise, events, etc enrollment fees — bundled one time fees generated automatically when a student joins a class instructor payments — compensation records for coaches → see payment types docid\ xvjkz4dpoybafcat wvdo for how to configure recurring schedules, auto generation, deposits, and invoice numbering 🗓️ filtering payments the payments page supports multiple filters that can be combined filter description billing period filter by month, year, or a specific week location / class filter by branch or specific class using expandable pills status pending, paid, overdue, etc invoice type standard or enrollment fees student search by student name week filter appears automatically when your club has weekly payment types select a start and end date to view payments for that specific week sorting, pagination, and the date column the payments table defaults to newest first (sorted by created date) invoice # and date column headers are clickable — toggle ascending/descending rows per page can be set to 20 / 50 / 100 / 200 (default 50); the choice persists in the url the date column is context aware it shows the paid date for paid payments, the cancelled date for cancelled ones, and the due date otherwise hover the header for the explainer tooltip 🤖 ai proof verification remmu can automatically verify bank transfer proofs using ai (gpt 4o vision) before an admin reviews them when a member uploads a receipt screenshot, the ai extracts the amount, date, transfer status, and bank name, then scores the proof against the expected payment how it works score result above the auto approve threshold auto approved — payment marked paid immediately, no admin action needed below threshold pending review — proof queued for manual admin review as normal the ai never auto rejects — everything below the threshold stays pending for manual review score signals — four checks contribute to the overall confidence score signal what it checks amount does the transferred amount match the invoice? status does the receipt show a success keyword (e g "berjaya", "successful")? date was the transfer made within the configured date tolerance? bank does the bank name match? (skipped for qr/e wallet receipts — not penalised) each proof card in the proof submissions panel shows an ai breakdown — a circular confidence score ring, the transfer type detected (bank transfer, duitnow qr, touch 'n go), and individual signal pass/fail indicators configuring ai verification go to settings → billing → payment methods → expand bank transfer → scroll to ai proof verification setting description enable ai verification turn the feature on/off auto approve whether passing proofs are approved automatically threshold minimum confidence score (50–100) to auto approve lower = more automation, higher = stricter max auto approve amount cap on which payments can be auto approved (0 = unlimited) date tolerance how many days before/after the due date to accept as a date match signals toggle which of the 4 signals are active ai verification is available to clubs on the remmu platform contact support if you'd like to enable it 🧾 proof submissions (batch review) when members upload bank transfer proofs, remmu groups them by submission batch — so if a member uploads one receipt covering multiple invoices, it appears as a single card for the admin to review the proof submissions section sits above the payments table on club → payments it is collapsible — click the heading to expand or collapse it an amber badge shows the number of pending submissions waiting for review each batch card shows file name, student name(s), submission date/time, and total amount approve button (green) — approves all linked invoices in one click without needing to expand reject button (red) — prompts for a rejection reason, then rejects all linked invoices click the card to expand it and see the proof image alongside a list of all invoices covered when expanded, you can view the proof image inline or open it full size in a new tab see each individual invoice (student, amount, billing period, invoice number) read any note the member added when uploading still approve or reject from the expanded view members whose proof is rejected receive an email with the rejection reason and can re upload corrected proof proof history for a complete audit trail of every proof ever submitted (approved, rejected, or re submitted), go to club → payments → proof history the page lists every proof batch with submission date and uploader name student(s) and invoice number(s) covered by the batch total amount status badge (approved / rejected / pending) ai verification confidence score rejection reason (if rejected) tools available tool purpose search by student name or invoice number status filter all / approved / rejected date range filter by submission date (from/to) sort newest first, oldest first, amount descending, amount ascending click any batch card to expand the proof image and see all linked invoices use this page to audit historical decisions, find a specific proof for re review, or check why a past proof was rejected 🧾 admin recorded proof when an admin marks a payment as paid on the student's behalf (e g cash received at the desk, bank transfer confirmed directly with the member), they can now upload a proof image as part of that record — a photo of the cash handover, a screenshot of the transfer confirmation, or any other supporting document how it works open a pending invoice and click mark as paid fill in the amount, method, and date as usual scroll to the upload proof (optional) section attach an image or pdf the uploaded file is saved as an admin recorded proof marked as already approved (it skips the review queue) tagged with an admin uploaded badge in the payment detail view to distinguish from student submitted proofs visible in proof history alongside regular submissions for audit this is separate from the member facing proof upload flow use admin recorded proof to document offline / informal payments that still need a paper trail 💰 partial payments admins can record partial payments when a member pays part of an invoice amount this is useful for instalment arrangements or when members pay in stages how it works open a pending, overdue, or partially paid invoice click mark as paid enter the amount received — if it's less than the remaining balance, it's recorded as a partial payment the invoice status changes to partially paid until the full amount is collected each subsequent payment is added as a new entry until the invoice is fully paid the final payment automatically marks the invoice as paid and issues a receipt payment entries timeline each partial payment is shown as a numbered entry in a visual timeline progress bar — shows percentage paid (cyan while partial, green when complete) running total — cumulative amount paid after each entry per entry details — amount, payment method, date, reference number, notes, and receipt (if issued) managing entries while an invoice is partially paid, admins can edit an entry — change the amount, payment method, date, or notes delete an entry — removes the payment and recalculates the balance download receipt — if a receipt was issued for that entry deleting all entries reverts the invoice back to its original status (pending or overdue) receipt options for partial payments scenario receipt behaviour first partial payment choose to issue a receipt or skip subsequent partials add to existing receipt or issue a new receipt number final payment receipt is always issued automatically payment summary the mark as paid dialog shows a summary box at the top invoice total — the full amount paid so far — sum of all entries (green when > 0) remaining — what's still owed (highlighted) the amount input defaults to the remaining balance and shows a warning when recording a partial amount partial payments are an admin only feature members see their invoice status as "partially paid" with the amount remaining 🔢 gateway reference & transaction numbers for online payments, the payment detail view shows the gateway issued reference code (order id) and transaction number in monospace font use these to cross reference with your commercepay or other gateway dashboards when reconciling 📝 review drafts if your club has generate as drafts enabled in invoice settings, monthly recurring invoices are created as drafts instead of being sent to members directly drafts are not visible to members and don't trigger any emails until you send them review drafts under payments → review drafts pick a billing month — drafts are grouped by billing type section shows per hour student, class, day, hourly rate, lessons (editable inline), amount monthly student, class, amount frequency student, class, tier / cycle, amount package student, package name, sessions / validity, amount other anything that doesn't fit above a summary band at the top shows total students, draft count, total amount, location breakdown, and how many lessons were adjusted filters a toolbar above the sections lets you narrow the list search by student name or class name location filter (appears when 2+ locations have drafts) clear filters button per section multi select each billing type section header has a select all checkbox ticking it (or individual rows) reveals send and delete buttons in the section header — so you can send or delete whole groups (e g only per hour drafts) in one click per row actions send — emails the invoice to the member (and guardians) and moves the draft to pending edit — open the full edit dialog to change amount, line items, or due date delete — permanently remove the draft (drafts only) inline lesson edit (per hour drafts only) for per hour drafts, the lessons column is editable inline — click the cell, type the corrected lesson count, blur or hit enter remmu recalculates the amount server side instantly send all a sticky action bar at the bottom shows the total amount and draft count click send all to bulk send every draft on screen after a confirmation dialog, or delete all to drop them entirely (also confirmed) when filters are active, the buttons change to send filtered / delete filtered so you only act on what you can see drafts that aren't sent stay in this list until you send or delete them they are also auto promoted to pending on the due date of the invoice (so you don't miss billing if you forget to review) invoice numbers are assigned at publish time , not when the draft is generated — so deleted drafts don't leave gaps in your invoice sequence ✏️ editing a payment open any payment and click edit to update its details invoice date — the date printed on the invoice/receipt pdf (defaults to creation date; useful for back dating) billing period — the month/quarter/year this invoice covers; the description updates automatically to match description — auto generated from the class and billing period, but you can override it manually discount (rm) — apply a one off discount to the invoice amount late fee — add a late payment charge if configured line items (enrollment invoices only) — edit individual line item amounts, add a description to each item, remove items, or add new custom line items 📥 downloading invoice & receipt pdfs you can download a pdf copy of any invoice or receipt from the payments table open the ⋯ menu → download invoice or download receipt from inside the payment detail view click the download button both pending and paid invoices can be downloaded paid invoices also have a receipt pdf with the receipt number and payment confirmation details 📧 resending invoice / receipt email you can resend the invoice or receipt email to the member at any time from the payments table open the ⋯ menu → resend invoice (pending) or resend receipt (paid) from inside the payment detail view click resend invoice or resend receipt the email is sent to the member or guardian with the latest payment details 🔁 reverting a payment admins can revert a paid payment back to pending status this is useful when a payment was marked paid by mistake or a bank transfer was reversed from the payments table, open the ⋯ menu on any paid payment → revert to pending the payment returns to pending and the member's payment health updates accordingly 📊 exporting payments click export above the payments table to download the current filtered list as a csv file all active filters apply — filter first, then export the exact records you need 💰 currency all amounts are in malaysian ringgit (rm) amounts are stored precisely to the sen (e g rm 75 50) → see billing types docid\ y6e9yg3o1avwe6bjof6ar for more on how fees are calculated → see payment methods docid 37vn hzh3bg4nbw49rlw2 for how members can pay