How to Verify Payment Proofs and Reverse Payments?
When a customer pays you outside the app — a bank transfer, UPI, or a wallet top-up done through your portal — they can attach the proof (a screenshot, transaction ID, and the amount they claim to have paid). That invoice then sits in Awaiting Verification until someone on your team checks the proof and confirms it. And if a payment ever gets recorded by mistake — wrong invoice, duplicate entry, a cheque that bounced — you can reverse it so your books stay accurate.
Both actions live on the Order Invoices list under Finance (/invoice) — the same list where you pay, waive, and export invoices. This article covers the two “trust and correct” actions: verifying proofs and reversing payments.
These are two separate tools for two separate jobs. Verifying confirms money that came in. Reversing undoes a payment that should never have been recorded. Neither one moves any money on its own.
Verifying a Payment Proof
When a customer submits proof of payment, the invoice’s Payment Status turns to a yellow Awaiting Verification badge. Your job is to look at the proof and either accept it (which marks the invoice paid) or leave it if it doesn’t add up.
Step 1 — Open the invoice’s proofs
Find the invoice in the list. You can narrow to just these by opening Filters and setting Payment Status to Awaiting Verification. On the invoice row, open the actions menu (the icon at the far right of the row) and choose Verify Payment.
The Verify Payment action is only enabled when the customer has actually attached a proof and the invoice still has a balance owing. If it’s greyed out, no proof has been submitted yet.
Step 2 — Review the submitted proof
A Payment Proofs window opens listing every proof the customer has submitted for that invoice. Each entry shows:
| Detail | What it tells you |
|---|---|
| Status | pending, verified, or rejected |
| Transaction ID | The reference the customer entered (e.g. a UPI or bank ref) |
| Amount Claimed | How much the customer says they paid |
| Submitted By | The portal user who uploaded the proof |
| Screenshot | The uploaded image — click it to open full size in a new tab |
| Date | When the proof was submitted |
Cross-check the transaction ID and amount against your own bank or payment records before you accept anything.
Step 3 — Verify and mark paid
If the proof checks out, click Verify & Mark Paid on that proof card. Rentablez records the payment and flips the invoice’s status to Paid, and you’ll see a confirmation that the payment was verified and the invoice marked as paid.
The Verify & Mark Paid button only appears on proofs that are still
pending, and only for users who can edit invoices (theinvoices.writepermission). If you can view the proofs but don’t see the button, your role has read-only access.
If a proof looks wrong, simply close the window without verifying — the invoice stays in Awaiting Verification so a teammate can take another look, and you can follow up with the customer.
Reversing a Recorded Payment
A reversal is for when a payment was recorded against the wrong invoice or entered incorrectly. It reopens the invoice’s balance and keeps a permanent record of who did it and why. Use it instead of deleting the invoice or fudging the numbers.
A reversal is a bookkeeping correction, not a refund. It never sends money back to the customer. If the customer is actually owed money back, handle that refund separately through your payment provider.
Reversing a payment requires the payments.reverse permission. This is an assignable permission that isn’t granted to every role by default, so if you don’t see a Reverse Payment option, ask your administrator for access.
Step 1 — Choose the invoice
On the Order Invoices list, open the actions menu on the invoice whose payment you need to undo, and choose Reverse Payment. This option is only available on invoices that are Paid or Partial (i.e. that actually have a payment recorded) and are not cancelled.
Step 2 — Pick the payment to reverse
If the invoice has more than one payment recorded against it, a picker lists each one with its payment number, date, mode, and amount. Select the payment you want to undo. If there’s only a single reversible payment, it’s selected for you automatically.
Payments that were already reversed show a red Reversed badge and can’t be selected again — you can’t reverse the same payment twice.
Step 3 — Record the category and reason
Choose a Category that best describes why you’re reversing:
| Category | Use it when |
|---|---|
| Entry Error | The payment was keyed in wrong |
| Duplicate Payment | The same payment was recorded twice |
| Wrong Customer | It was applied to the wrong customer or invoice |
| Payment Bounced | A cheque or transfer failed after being recorded |
| Other | Anything else — explain it in the reason |
Then type a Reason (at least 5 characters). This note is visible to your whole team in the invoice’s audit log, so make it clear enough that someone reading it later understands what happened.
Step 4 — Confirm
Before the button unlocks, tick the confirmation checkbox to acknowledge that the payment should be reversed and the invoice balance reopened. Then click Reverse Payment.
Once done, the invoice’s status reverts to Partial or Pending depending on whether other payments remain, and the reversal is stamped into the audit trail.
What a reversal does behind the scenes:
- The invoice balance reopens (status becomes Partially Paid or Pending).
- No money is refunded to the customer — this corrects your records only.
- Any wallet credit that this payment created is withdrawn automatically.
- Who reversed it, when, and why are permanently recorded in the invoice history.
- If the payment was split across several invoices, all of them are updated together.
Which Action Do I Need?
| Situation | Use |
|---|---|
| Customer sent a screenshot / transaction ID and the invoice says Awaiting Verification | Verify Payment |
| You recorded a payment against the wrong invoice | Reverse Payment |
| A cheque bounced after you’d already marked it paid | Reverse Payment |
| The same payment got entered twice | Reverse Payment (on the duplicate) |
| The customer will genuinely never pay this balance | Waive it or mark it as bad debt instead |