Payment Verification

Overview

SehaFile supports bank transfer and manual payment methods for subscription fees. When a clinic submits a payment (uploads a transfer receipt or notifies of a deposit), it enters the pending verification queue. Platform admins with the payments.confirm permission review payment evidence, verify legitimate payments to activate subscriptions, or reject invalid submissions with a reason. This ensures revenue accuracy and prevents fraudulent subscription activations.

Viewing Pending Payments

1. Navigate to Payments > Pending from the sidebar. This view shows only payments with "pending" status, sorted by submission date (oldest first for FIFO processing).
2. Payment table columns: Clinic Name, Plan, Amount (EGP), Payment Method, Submitted Date, and Days Pending.
3. View all payments — Navigate to Payments > All to see the complete payment history with status filter (pending, verified, rejected).

Reviewing a Payment

1. Click on a pending payment row to open the payment detail panel.
2. Payment details shown:
   • Clinic name and current subscription status
   • Plan being paid for and billing period
   • Amount submitted vs. expected amount
   • Payment method (bank transfer, Vodafone Cash, Fawry, etc.)
   • Transfer receipt image (if uploaded)
   • Transaction reference number
   • Submission date and time
3. View receipt image — Click the receipt thumbnail to view full-size. Verify the transfer amount, date, and recipient account match SehaFile's bank details.

Verifying a Payment

1. After confirming the payment is legitimate, click the "Verify" button (green).
2. Effect of verification:
   • The payment status changes to "verified"
   • The clinic's subscription is activated/renewed for the paid period
   • The clinic admin receives a confirmation notification
   • The payment amount is added to the MRR calculation
   • The action is logged with your admin ID in the audit trail

Rejecting a Payment

1. Click "Reject" (red button) on the payment detail panel.
2. Provide a rejection reason — Required. Common reasons: amount does not match, receipt is for a different account, duplicate submission, unreadable receipt, transfer date does not match.
3. Effect of rejection:
   • The payment status changes to "rejected"
   • The clinic is notified with the reason
   • The subscription is NOT activated — clinic remains in their current state
   • The clinic can submit a new payment with corrected information

Manual Payment Marking

1. Navigate to the clinic's detail page > Payments tab.
2. Click "Mark as Paid" — This is used when payment was received outside the normal flow (e.g., direct bank deposit confirmed by finance team, cash payment at an event).
3. This action creates a verified payment record and activates the subscription without requiring a receipt upload.

FAQ

What if a clinic paid the wrong amount?

Reject the payment with a reason explaining the correct amount. The clinic can then submit a new payment for the correct amount, or you can work with the finance team to handle the discrepancy.

Can I verify a payment retroactively?

Yes. Old pending payments can be verified at any time. The subscription activation date will be based on the verification date, not the original submission date.

How do I see a clinic's complete payment history?

Navigate to the clinic's detail page and open the "Payments" tab. All payments (verified, pending, rejected) for that clinic are listed chronologically.