Proof Upload & Approval
When a member pays via bank transfer, they upload a screenshot of their transaction receipt as proof. Admins review and approve or reject the proof.
📱 Member: Uploading Proof
- Go to My Payments (web or mobile app)
- Find the pending payment
- Click Upload Proof
- Take a photo of your bank transfer receipt or upload a screenshot
- Submit — the payment status changes to Processing while awaiting review
Accepted file types: JPG, PNG, PDF.
🔧 Admin: Reviewing Proof
- Go to Payments
- Filter by status Processing to see pending proofs
- Click on a payment to open it
- View the uploaded receipt image
- Click Approve or Reject
Approving
- Payment status changes to Paid
- Member receives a WhatsApp message and/or email with their receipt
- The payment is recorded in the academy's revenue
Rejecting
- Payment status changes to Rejected
- Admin can add a rejection reason (shown to the member)
- Member is notified and prompted to re-upload a correct receipt
🤖 AI Proof Verification
REMMU can use AI to automatically verify uploaded payment proofs, reducing the manual review workload for admins.
When enabled, each uploaded proof is analysed by AI which:
- Extracts key data from the receipt image — amount, date, transaction status, bank name, and transfer type (Bank Transfer, DuitNow QR, Touch 'n Go, etc.)
- Scores the proof against the payment details using up to 4 configurable signals:
Signal | What it checks |
|---|---|
Amount | Extracted amount matches the payment amount (within tolerance) |
Status | Receipt shows a success keyword (e.g. "Successful", "Berjaya") |
Date | Receipt date matches the payment date (within tolerance days) |
Bank | Bank name matches — applies to bank transfers only, skipped for QR |
- Auto-approves the payment if the total confidence score meets your threshold (and the amount is within the configured max) — payment is marked Paid instantly without admin action
- Leaves it pending for manual review if the score is below threshold — the AI breakdown is shown to help admins decide faster
Viewing the AI result
On each proof submission card in the Proof Submissions panel, the AI confidence score and signal breakdown are shown. A circular score ring displays the overall confidence (green = auto-approved, amber = borderline, red = low confidence).
Configuring AI Verification
Go to Settings → Billing → Payment Methods → AI Proof Verification:
Setting | Description |
|---|---|
Enable AI verification | Turn on/off for all new proof uploads |
Auto-approve threshold | Minimum score (50–100%) to auto-approve. Higher = stricter |
Max auto-approve amount | Only auto-approve payments up to this amount (0 = unlimited) |
Date tolerance | How many days difference is acceptable (e.g. 3 days) |
Signals | Toggle which of the 4 signals are active; inactive signals are skipped (not penalised) |
AI verification only auto-approves — it never auto-rejects. Proofs scoring below threshold stay pending for admin review with the AI breakdown visible.
⚠️ Common Rejection Reasons
- Screenshot is blurry or incomplete
- Amount transferred doesn't match the payment amount
- Transfer was made to the wrong account
- Receipt is from a different date or transaction
🔄 Proof Status When Payment is Reverted
If an admin reverts a paid payment (changes it back to Pending or Unpaid), any approved proof attached to that payment is automatically marked as Rejected with the reason "Payment reverted by admin".
This prevents the old proof from remaining in an approved state after the payment is undone. The student will need to re-upload proof when they pay again.
Reverting a payment invalidates the previously approved proof. If the student already paid correctly, make sure not to revert unless needed — they will need to re-upload their receipt.
✏️ Admin: Manual Payment (No Proof)
Admins can mark a payment as paid without requiring proof upload — useful for cash payments or when the transfer is confirmed through other means:
- Open the payment record
- Click Mark as Paid
- Add a note if needed (e.g. "Cash received at front desk")
🛡️ Proof Storage
All uploaded proofs are stored securely and accessible from the payment record at any time.