--- title: Payments Overview slug: payments-overview docTags: createdAt: 2026-03-06T19:27:17.314Z --- REMMU has a unified payment system that handles all money movement in your academy โ€” student fees, package purchases, one-off charges, and instructor compensation. ## ๐Ÿ’ณ Payment Flow 1. **Payment is created** โ€” either automatically (recurring monthly fee) or manually (admin records a payment) 2. **Member pays** โ€” via bank transfer (upload proof) or online payment (CommercePay) 3. **Payment is confirmed** โ€” automatically for online payments, or by admin approval for bank transfers 4. **Receipt is sent** โ€” member receives a WhatsApp notification and/or email with their receipt *** ## ๐Ÿ“Š Payment Statuses | Status | Meaning | | ------------------ | ------------------------------------------------------------------------------------------ | | **Draft** | Generated as a draft for admin review โ€” 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 โ€” see [Credit Notes & Payment Vouchers](docId\:hV0ua8QgZfseBecfvmnlK) | *** ## ๐Ÿท๏ธ Payment Types REMMU tracks different kinds of charges under one unified system: - **Class fees** โ€” monthly, per-session, or package-based - **Package purchases** โ€” upfront session blocks - **One-off charges** โ€” custom amounts for merchandise, events, etc. - **Enrollment fees** โ€” bundled one-time fees generated automatically when a student joins a class - **Instructor payments** โ€” compensation records for coaches โ†’ See [Payment Types](docId\:XVjKZ4dPOYbaFCat_wvDO) for how to configure recurring schedules, auto-generation, deposits, and invoice numbering. ## ๐Ÿ—“๏ธ 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 New Enrollments | | **Student** | Search by student name | **Week filter:** Appears automatically when your academy 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 โ€” 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 ## ๐Ÿค– AI Proof Verification REMMU can automatically verify bank transfer proofs using AI 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. Proofs that score highly are auto-approved and marked Paid immediately โ€” everything else stays in the normal manual review queue. The AI never auto-rejects a proof; it only ever fast-tracks the ones it's confident about. **What the AI checks:** | Signal | What it checks | | ---------- | ---------------------------------------------------------------------------- | | **Amount** | Does the transferred amount match the invoice? | | **Status** | Does the receipt show a success indicator? | | **Date** | Was the transfer made within the expected window? | | **Bank** | Does the bank name match? (Skipped for QR/e-wallet receipts โ€” not penalised) | Each proof card in the Proof Submissions panel shows an AI breakdown โ€” a confidence score, the transfer type detected, and individual signal pass/fail indicators โ€” so admins reviewing manually can see why a proof did or didn't qualify for auto-approval. ### Configuring AI Verification Go to **Settings โ†’ Billing โ†’ Payment Methods** โ†’ expand **Bank Transfer** โ†’ scroll to **AI Proof Verification** to turn the feature on, control whether qualifying proofs auto-approve, set a cap on which payments can be auto-approved, and adjust how strict the matching should be. :::hint{type="info"} AI verification is available to academies on the REMMU platform. Contact support if you'd like to enable it. ::: *** ## ๐Ÿงพ Proof Submissions (Batch Review) When members upload bank transfer proofs, REMMU groups them by **submission batch** โ€” 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 **Payments**. It is collapsible โ€” 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) โ€” approves all linked invoices in one click without needing to expand - **Reject** button (red) โ€” 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 :::hint{type="info"} 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 **Payments โ†’ 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. *** ## ๐Ÿงพ 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 โ€” a photo of the cash handover, a screenshot of the transfer confirmation, or any other supporting document. **How it works:** 1. Open a pending invoice and click **Mark as Paid** 2. Fill in the amount, method, and date as usual 3. Scroll to the **Upload proof (optional)** section 4. 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 :::hint{type="info"} 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. ::: *** ## ๐Ÿ’ฐ 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 1. Open a pending, overdue, or partially paid invoice 2. Click **Mark as Paid** 3. Enter the amount received โ€” if it's less than the remaining balance, it's recorded as a partial payment 4. The invoice status changes to **Partially Paid** until the full amount is collected 5. Each subsequent payment is added as a new entry until the invoice is fully paid 6. 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** โ€” shows percentage paid (cyan while partial, green when complete) - **Running total** โ€” cumulative amount paid after each entry - **Per-entry details** โ€” amount, payment method, date, reference number, notes, and receipt (if issued) ### Managing entries While an invoice is partially paid, admins can: - **Edit** an entry โ€” change the amount, payment method, date, or notes - **Delete** an entry โ€” removes the payment and recalculates the balance - **Download receipt** โ€” 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** โ€” the full amount - **Paid so far** โ€” sum of all entries (green when > 0) - **Remaining** โ€” what's still owed (highlighted) The amount input defaults to the remaining balance and shows a warning when recording a partial amount. :::hint{type="info"} Partial payments are an admin-only feature. Members see their invoice status as "Partially Paid" with the amount remaining. ::: *** ## ๐Ÿ”ข 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. *** ## ๐Ÿ“ Review Drafts If your academy 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 โ†’ Review Drafts**. Pick a billing month โ€” 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) - **Class filter** โ€” beside the location filter; its options narrow to the selected location, and changing the location resets it - **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 โ€” so you can send or delete whole groups (e.g. only per-hour drafts) in one click. ### Per-row actions - **Send** โ€” emails the invoice to the member (and guardians) and moves the draft to Pending. Clicking Send twice (or two admins sending the same draft) is safe โ€” the invoice number is claimed once, so no number is wasted - **Edit** โ€” open the full edit dialog to change amount, line items, or due date - **Delete** โ€” permanently remove the draft (drafts only) ### Inline lesson edit (per-hour drafts only) For per-hour drafts, the **Lessons** column is editable inline โ€” 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). :::hint{type="info"} Invoice numbers are assigned **at publish time**, not when the draft is generated โ€” so deleted drafts don't leave gaps in your invoice sequence. ::: *** ## โœ๏ธ Editing a Payment Open any payment and click **Edit** to update its details: - **Invoice Date** โ€” the date printed on the invoice/receipt PDF (defaults to creation date; useful for back-dating) - **Billing period** โ€” the month/quarter/year this invoice covers; the description updates automatically to match - **Description** โ€” auto-generated from the class and billing period, but you can override it manually - **Discount (RM)** โ€” apply a one-off discount to the invoice amount - **Late fee** โ€” add a late payment charge if configured - **Line items** (enrollment invoices only) โ€” edit individual line item amounts, add a description to each item, remove items, or add new custom line items *** ## ๐Ÿ“ฅ Downloading Invoice & Receipt PDFs You can download a PDF copy of any invoice or receipt: - From the payments table: open the **โ‹ฏ** menu โ†’ **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. *** ## ๐Ÿ“ง Resending Invoice / Receipt Email You can resend the invoice or receipt email to the member at any time: - From the payments table: open the **โ‹ฏ** menu โ†’ **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. *** ## ๐Ÿ” 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 โ‹ฏ menu on any paid payment โ†’ **Revert to Pending**. The payment returns to pending and the member's payment health updates accordingly. *** ## โ™ป๏ธ Reinstating a Cancelled Invoice Cancelled an invoice by mistake? Admins can bring it back to **Pending**: - From the Payments table: open the **โ‹ฏ** menu on a cancelled payment โ†’ **Reinstate** - From the student's **Payments** tab, or inside the payment detail view: click **Reinstate** Confirm in the dialog. The invoice returns to Pending with the same invoice number, and the cancellation reason is cleared. Reinstate is also available in the mobile app for admins. :::hint{type="info"} Only **Cancelled** invoices can be reinstated. To undo a payment that was marked paid by mistake, use **Revert to Pending** instead. ::: *** ## ๐Ÿ“Š Exporting Payments Click **Export** above the Payments table to download the current filtered list as a CSV file. All active filters apply โ€” filter first, then export the exact records you need. *** ## ๐Ÿ’ฐ Currency All amounts are in **Malaysian Ringgit (RM)**. Amounts are stored precisely to the sen (e.g. RM 75.50). โ†’ See [Billing Types](docId\:Y6e9yg3O1AVwe6bjOf6ar) for more on how fees are calculated. โ†’ See [Payment Methods](docId:37vN_hzh3BG4nbw49RLW2) for how members can pay.