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Payment Workflows

Payment Workflows cover how and where payments are collected, managed, and tracked within WizCommerce. Whether you're collecting a one-time payment, splitting a payment across installments, issuing a refund, or setting up recurring billing, this article walks you through each scenario.

Where Can You Collect Payments?

Payments can be collected from three places in WizCommerce:

  • Orders tab: Collect payment for a specific order directly from the order page
  • Customer tab: Collect payment across multiple orders for the same customer in a single transaction
  • WizPay tab: Access all payment transactions in one centralized location and collect payments without navigating through orders

A. Collecting Payment from the Orders Tab

  1. Go to Sales → Orders and open the confirmed order. card 7payment 1
  2. Click Collect Payment above the order summary.
  3. The total order amount auto-populates. Adjust the amount if collecting a partial payment.
  4. Select your preferred payment method: Card, ACH, Offline, or Payment Link.
  5. Complete the payment flow for your chosen method [link to payment workflow article].

Once processed, the order status updates to Paid or Partially Paid depending on the amount collected.

B. Collecting Payment from the Customer Tab

Use this when a customer has multiple outstanding orders, and you want to collect payment in a single transaction instead of processing each order separately.

  1. Go to the Customers tab from the side navigation.
  2. Click on the customer's name to open their profile.card 5
  3. Click Collect Payment in the customer profile.customer payment
  4. Calculate the combined total across all outstanding orders and enter the amount manually.customer payment-1
  5. Select your preferred payment method and complete the payment flow.

C. Collecting Payment from the WizPay Tab

  1. Go to the WizPay tab from the side navigation.
  2. Select Payments.wizpay tab 1
  3. Search for the customer by name or type it manually. wizpay tb 2
  4. Select the customer from the results.wizpay tab 3
  5. Follow the same payment flow as collecting from the Orders tab [link to payment methods].

D. Collecting Partial and Split Payments

WizCommerce allows you to collect partial payments against an order, useful when collecting a deposit upfront with the balance due later.

  1. From the order, click Collect Payment.
  2. Adjust the Payment Amount to the partial amount you're collecting (for example, 50% of the order total).
  3. Complete the payment flow. The order status will update to Partially Paid.partial payment
  4. When the remaining balance is due, repeat the process for the outstanding amount.

Note: Different payment methods can be used for each installment, for example, ACH for the deposit and a credit card for the balance. Multiple payment links can also be sent for the same order at different times.

E. Issuing a Refund

Refunds can only be processed through the B2B payment provider (WizPay) tab.

  1. Go to the WizPay tab from the side navigation. wizpay tab 1
  2. Click Payments and select the Refund option.refund
  3. Choose the customer from your customer list.
  4. Select the order you'd like to issue a refund for and click Next.
  5. Choose the specific products you're refunding. The refund amount is calculated automatically based on the selected items.refund2
  6. Click Refund.
  7. Optionally, check Send Email Notification to notify the customer.

The transaction status changes to Refunded in the B2B payment provider (WizPay)→ Transactions.refund3

F. Pre-Authorization

Pre-authorization lets you reserve a specific amount on a customer's card without charging it immediately. The amount is captured when you're ready to collect.

  1. Go to the WizPay tab from the side navigation.wizpay tab 1
  2. Select the Pre-Authorize option.preauth
  3. Choose the customer you want to set a pre-authorization for.preauth 2
  4. Enter the amount to pre-authorize against the total order value.
  5. Map the amount to the customer's saved card.preauth4
  6. Click Authorize.

The pre-authorization is set and will hold the funds for up to 7 business days. When ready to charge, return to the transaction and click Capture.

G. Setting Up Recurring Payments

Recurring payments automate regular payment collection, useful for subscription-based orders or agreed payment plans.

  1. Go to the WizPay tab in the side navigation.wizpay tab 1
  2. Select Recurring Payments.recurring
  3. Choose the customer from your customer list.
  4. Fill in the following details:
    • Name: A label for the recurring payment (for example, "Monthly Restocking – Retail Living")
    • Amount: The payment amount per cycle
    • Start Date: When payments should begin
    • End Date: When payments should stop
    • Frequency: Choose from daily, weekly, biweekly, monthly, bimonthly, quarterly, semiannual, or annualrecurring 3
  5. Review the payment schedule and click Create.

The customer receives an email notification confirming the recurring payment setup. Automated reminder emails are sent before each charge.

Where Payments Appear

Once a payment is collected, it appears in three places:

  • WizPay → Transactions: All transactions, regardless of method, showing Transaction ID, payment type, amount, order ID, customer, status, and date
  • Order Detail – Payments Section: The full payment history for a specific order, including partial payments, the method used, and the running balance
  • Phoenix Dashboard: Detailed settlement data including transaction fees, net amounts, and daily reconciliation