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    Tracking Payments and Transaction History

    Find and review all payments and transactions in COFFEE CRM so you know what was paid, when, and by whom.

    For: Admin and Sales Users
    Time: 5 minutes

    Before You Begin

    • •Have at least one processed payment in your account.

    Instructions

    1

    Open the Transactions Area

    In the left sidebar, click "Payments", then "Transactions". This is your full transaction log — every charge, refund, and subscription payment across all processors appears here.

    [SCREENSHOT NEEDED: Payments > Transactions list with status and amount columns]

    2

    Filter and Search

    Use the filters at the top to narrow by date range, status (paid, failed, refunded), or processor. You can also search by customer name or transaction ID. This is the fastest way to answer 'did this customer pay?'

    [SCREENSHOT NEEDED: Transaction filters showing date range and status options]

    3

    Open a Transaction for Details

    Click any transaction to see the full breakdown — the customer, the product, the amount, fees, and the net amount deposited to your account. You can also see which invoice or payment link the transaction came from.

    [SCREENSHOT NEEDED: Transaction detail view with customer, product, and fee breakdown]

    4

    View Payments on a Contact Record

    Open any contact and scroll to the "Invoices" or "Payments" section to see that customer's full payment history. This is useful before a sales call or when a customer asks about a past charge.

    [SCREENSHOT NEEDED: Contact record with invoices and payments history section]

    5

    Export for Reconciliation

    If you need to reconcile with your accounting software, use the export option to download a CSV of your transactions. Your available options may differ based on your COFFEE CRM plan and user permissions.

    [SCREENSHOT NEEDED: Transactions export button with CSV download option]

    What Success Looks Like

    • You can locate any transaction by date, status, or customer.
    • You can view a contact's complete payment history from their record.

    Common Mistakes

    • × Confusing gross amount with net amount — the net is what lands in your bank after processor fees.
    • × Looking for a payment in the invoices list instead of the transactions list, which can make a successful charge look missing.

    Troubleshooting

    If A payment is missing from the transactions list:

    Check the date range filter and confirm the correct processor is selected. If the charge was very recent, allow a few minutes for it to sync. If it still does not appear, confirm the customer actually completed checkout and did not abandon the page.

    If A transaction shows as failed:

    Open the transaction detail to see the failure reason — most often a declined card. Send the customer a new payment link so they can update their card and retry.

    Last updated: 10/1/2026