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Payments

12/5/25About 7 minCRMGuide

Payment Links Management Training Guide

Overview

The Payment Links page allows you to view and manage all payment links generated through Peach Payments for your customers. This is a read-only page where you can monitor payment link status, track transactions, and access customer payment information. This guide covers how to view, search, refresh, and download payment link data.

Accessing the Payment Links Page

Navigate to: Admin → CRM → Payments

The Payment Links page displays all payment links in a scrollable table format with the following information:

  • Source
  • Created Date
  • Expiry Date
  • Payment Status
  • Customer Name
  • Invoice ID
  • Amount
  • Payment Link ID
  • Payment Link URL
  • Customer Email
  • Customer Phone Number
  • Terms of Service Acceptance

Table Columns Explained

Source

  • Indicates where the payment link was generated from
  • Example: "Website", "Admin Portal", "API"

Created Date

  • When the payment link was generated
  • Displays both date and time
  • Format: DD/MM/YYYY HH:MM

Expiry Date

  • When the payment link expires and can no longer be used
  • Displays both date and time
  • Format: DD/MM/YYYY HH:MM
  • After this date, customer cannot complete payment

Status

  • Current state of the payment
  • Displayed as a colored tag/badge
  • Common statuses include:
    • Pending: Payment link sent, awaiting payment
    • Completed: Payment successfully processed
    • Failed: Payment attempt failed
    • Expired: Payment link has passed expiry date
    • Cancelled: Payment link was cancelled

Customer

  • Full name of the customer (First Name + Surname)
  • Example: "Sarah Johnson"

Invoice ID

  • Merchant invoice identifier
  • Links payment to specific booking or service
  • Use this to cross-reference with your invoicing system

Amount

  • Payment amount in South African Rand (ZAR)
  • Displayed with currency formatting
  • Example: "R 2,500.00"

Payment Link ID

  • Unique identifier for the payment link
  • System-generated reference number
  • Use for technical support or queries

Payment Link URL

Email Address

  • Customer's email address
  • Where payment link and receipts are sent

Phone No.

  • Customer's mobile number
  • Contact number for payment-related queries

Terms of Service Accepted

  • Indicates if customer accepted terms
  • Shows "true" or "false"

The system loads payment links from Peach Payments when you open the page. To get the latest data:

Using the Refresh Button

  1. Locate the "Refresh" button (top right area)
  2. Click the button
  3. System displays "Contacting Peach Payments..." loading message
  4. Table updates with latest payment link data from Peach Payments
  5. New statuses and recent payment links will appear

When to Refresh:

  • After generating a new payment link
  • To check if pending payment has been completed
  • When customer reports making payment
  • At start of each work session
  • When troubleshooting payment issues

Click any column header to sort the table:

Sortable Columns:

  • Created Date: Sort by newest or oldest first
    • Click once: Ascending (oldest first)
    • Click twice: Descending (newest first)
    • Default recommendation: Newest first

How to Sort:

  1. Click the column header
  2. Small arrow appears indicating sort direction
  3. Click again to reverse sort order
  4. Click a different column to sort by that field

To View:

  1. Locate the payment link in the "Payment Link URL" column
  2. Click the blue hyperlinked URL
  3. Payment page opens in new browser tab
  4. You can see the payment interface the customer sees

To Copy:

  1. Locate the payment link in the "Payment Link URL" column
  2. Click the copy icon (clipboard) next to the URL
  3. Success message appears: "Payment Link URL Copied"
  4. The URL is now in your clipboard
  5. Paste (Ctrl+V or Cmd+V) to share via email, SMS, WhatsApp, etc.

Best Practices:

  • Copy link using the copy icon (ensures accuracy)
  • Share via customer's preferred communication channel
  • Include payment amount and invoice reference
  • Remind customer of expiry date
  • Confirm customer can access the link

Example Message:

Hi Sarah,

Here is your payment link for Invoice #12345:
[paste payment link]

Amount: R 2,500.00
Expiry: 15/01/2025 23:59

Please complete payment before the expiry date. Contact us if you need assistance.

Monitoring Payment Status

Status Indicators

Payment status is shown with color-coded tags:

Pending (typically orange/yellow):

  • Payment link sent but not yet paid
  • Customer hasn't completed transaction
  • Action: Follow up with customer if approaching expiry

Completed (typically green):

  • Payment successfully processed
  • Funds received
  • No action needed

Failed (typically red):

  • Payment attempt unsuccessful
  • Could be due to insufficient funds, declined card, etc.
  • Action: Contact customer to resolve and generate new link if needed

Expired (typically gray):

  • Payment link has passed expiry date
  • Customer can no longer use this link
  • Action: Generate new payment link if payment still required

Cancelled (typically gray):

  • Payment link was deliberately cancelled
  • Link is no longer valid
  • Action: Generate new link if cancellation was error

Checking Payment Status

Workflow:

  1. Customer reports making payment
  2. Click Refresh button to get latest data from Peach Payments
  3. Search for customer name or invoice ID
  4. Check Status column
  5. If "Completed": Confirm with customer and proceed with service
  6. If "Pending": Ask customer to try again or check their bank
  7. If "Failed": Investigate error and possibly generate new link

1. Payment Link Creation

  • Generated through your booking or invoicing system
  • Customer details and amount are set
  • Expiry date is assigned (typically 7-30 days)
  • Status: "Pending"

2. Link Sent to Customer

  • Email sent automatically with payment link
  • Customer receives invoice details
  • Link is active and clickable

3. Customer Payment Process

  • Customer clicks link
  • Redirected to Peach Payments secure page
  • Enters card/payment details
  • Completes transaction

4. Payment Outcome

  • Success: Status updates to "Completed"
  • Failure: Status updates to "Failed"
  • Abandoned: Status remains "Pending"

5. Post-Payment

  • Receipt sent to customer automatically
  • Your system receives payment confirmation
  • Service/booking can proceed

Scenario 1: Customer Claims Payment Made But Status Shows Pending

Action Steps:

  1. Click Refresh to get latest data
  2. Check expiry date - ensure link hasn't expired
  3. Search for payment by customer name
  4. Check status column
  5. If still "Pending":
    • Ask customer for payment reference number
    • Contact Peach Payments support with Payment Link ID
    • Check if customer completed all payment steps
  6. If "Failed":
    • Check failure reason with support
    • Generate new payment link

Action Steps:

  1. Locate expired payment link in table
  2. Note the amount and invoice details
  3. Generate new payment link with same details
  4. Send new link to customer
  5. Inform customer of new expiry date
  6. Old link will remain in table as "Expired" (for records)

Action Steps:

  1. Search for customer name or invoice ID
  2. Check expiry date
  3. If not expired:
    • Click copy icon next to Payment Link URL
    • Send copied link to customer via preferred method
  4. If expired:
    • Generate new payment link
    • Send new link to customer

Action Steps:

  1. Locate incorrect payment link
  2. Check if customer has already paid:
    • If "Completed": Contact Peach Payments support for refund process
    • If "Pending": Cancel link (if feature available) or let it expire
  3. Generate new payment link with correct amount
  4. Send corrected link to customer
  5. Keep records of both links for accounting

Scenario 5: Month-End Reconciliation

Action Steps:

  1. Click Refresh to ensure latest data
  2. Click Download to export CSV
  3. Open CSV in spreadsheet program
  4. Filter by Created Date for the month
  5. Filter by Status = "Completed"
  6. Sum all completed payment amounts
  7. Cross-reference with bank deposits
  8. Investigate any discrepancies

Although the system doesn't have advanced filters in the UI, you can use search and CSV export for filtering:

By Date Range

  1. Download CSV
  2. Open in spreadsheet
  3. Filter Created Date column
  4. Select desired date range

By Status

  1. Download CSV
  2. Open in spreadsheet
  3. Filter Status column
  4. Select specific status (e.g., "Completed")

By Amount

  1. Download CSV
  2. Open in spreadsheet
  3. Sort or filter Amount column
  4. Find payments above/below certain value

By Customer

Use the search box in the admin portal to find specific customers instantly.

Troubleshooting

Table shows "Contacting Peach Payments..." continuously

  • Check internet connection
  • Wait up to 60 seconds for Peach Payments response
  • Refresh browser page
  • Contact IT support if issue persists

Search not finding payment link

  • Verify spelling of customer name
  • Try searching partial name
  • Try searching by Invoice ID instead
  • Click Refresh to ensure latest data loaded
  • Check if payment link was actually created

Download button not working

  • Ensure browser allows downloads
  • Check browser popup blocker settings
  • Try different browser
  • Check if you have storage space

Payment Link URL shows "undefined" or broken link

  • This indicates technical issue with link generation
  • Contact technical support with Payment Link ID
  • Generate new payment link for customer

Status not updating after customer paid

  • Click Refresh button
  • Wait 5 minutes and refresh again (payment processing delay)
  • Verify customer completed all payment steps
  • Check with customer for payment confirmation email
  • Contact Peach Payments support if status still wrong after 1 hour

Cannot copy payment link

  • Try clicking copy icon again
  • Manually select URL text and copy (Ctrl+C)
  • Check browser clipboard permissions
  • Try different browser

CSV export missing some columns

  • This is normal - CSV exports all available data
  • Some columns may be empty if data not collected
  • Column order may differ from table display

1. Regular Monitoring

Daily:

  • Check for newly completed payments
  • Follow up on pending payments approaching expiry
  • Respond to customer payment queries

Weekly:

  • Review failed payments
  • Generate replacement links for expired pending payments
  • Download CSV for record keeping

Monthly:

  • Export all payment data for accounting
  • Reconcile completed payments with bank deposits
  • Archive payment records

2. Customer Communication

When Sending Payment Links:

  • Include clear payment amount
  • State expiry date prominently
  • Provide contact info for payment issues
  • Confirm link is for correct service/booking

Follow-Up Protocol:

  • Send reminder 2-3 days before expiry
  • Contact customer if payment fails
  • Confirm receipt of payment with customer

3. Record Keeping

  • Download CSV monthly for permanent records
  • Store payment link data for minimum 7 years (tax requirements)
  • Keep invoice IDs synchronized with booking system
  • Document any payment issues or refunds

4. Security

  • Never share payment links publicly
  • Only send to verified customer email/phone
  • Verify customer identity before resending links
  • Report suspicious payment activity immediately

5. Efficiency Tips

  • Use search function to find payments quickly
  • Bookmark Payment Links page for quick access
  • Keep customer communication templates with placeholder for payment link
  • Set up email notifications for payment completions (if available)

Data Fields Reference

When generating payment links (in other system pages), ensure you collect:

  • Customer first name
  • Customer surname
  • Valid email address
  • Mobile phone number
  • Invoice/booking reference
  • Payment amount
  • Expiry date

Optional Information

  • Terms of service acceptance
  • Source identifier
  • Custom reference fields

Key Metrics to Track

Payment Success Rate:

  • (Completed Payments / Total Payment Links) × 100
  • Target: >85%

Average Time to Payment:

  • Calculate days between Created Date and payment completion
  • Target: <7 days

Expiry Rate:

  • (Expired Pending Payments / Total Payment Links) × 100
  • Target: <10%

Failed Payment Rate:

  • (Failed Payments / Payment Attempts) × 100
  • Investigate if >5%

Monthly Reporting Process

  1. Download CSV at month-end
  2. Filter by Created Date for the month
  3. Calculate metrics above
  4. Sum total payments received (Completed status)
  5. Identify trends (increasing failures, common amounts)
  6. Create summary report for management

Support

For additional assistance with the Payment Links page, contact your system administrator or Peach Payments support team.

Peach Payments Support: Include Payment Link ID in all queries

Last Updated:
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