WHMCS records all of your transactions and allows you to view and work with them from within the Admin Area. You can also view your merchant account balances for Stripe™, PayPal® Basic, PayPal Payments, and PayPal Card Payments.

You can view a list of transactions at Billing > Transactions List.

You can find log entries for transactions at Billing > Gateway Log.

Applying Payment to an Invoice

If you receive a payment that the system hasn’t automatically logged in WHMCS, you will need to manually apply it to the invoice as a transaction.

For more information and recommended steps, see Invoices and Credit Balances.

Multiple Invoices

If you receive a payment that applies to multiple invoices, click Add Transaction.

This displays the same settings for applying payment to an individual invoice, but, in addition, lets you set Invoice ID(s). For this setting, you can enter a comma-separated list of all of the invoice numbers to apply this payment to.

  • The system will apply payments in the order you enter them until the client has used the full amount.
  • The system will automatically add any remaining amount as a credit to the user for use on future invoices.

Adding a Manual Transaction

If you receive payment from a client through an offline means like a check or wire transfer, you must enter transactions manually.

You may also want to do this to enter external transactions, like expenditures for your servers or other services, into WHMCS.

To do this:

  1. Click Add Transaction.
  2. Choose the related client (if any).
  3. Enter the transaction information. This includes the following details:
    • Date — The date of the transaction.
    • Description — A description for the transaction. If you do not specify an Invoice ID value, you must enter a description.
    • Transaction ID — A transaction ID, if one exists.
    • Invoice ID — The ID for an invoice in WHMCS, if one is associated with the transaction.
    • Payment Method — The payment method by which you received the transaction.
    • Amount In — The amount that you received. Omit any currency symbols.
    • Fees — The amount for any fees that the gateway charged for this transaction.
    • Amount Out — The amount that the system send to the customer (for refunds).
    • Add as Credit — Check to apply the transaction against the client’s credit balance.
  4. Click Add Transaction.
You must either enter one or more invoice IDs or select Add as Credit. If you do not do this, the system may not apply the transaction against an invoice or credit to the client’s account.

Searching Transactions and Handling Reversals

WHMCS 8.3 and higher includes support for disputes for Stripe credit card transactions and some PayPal® transactions at Billing > Disputes.

If you have had a check bounce, or you’ve received a chargeback or dispute for a transaction you already applied, it is likely that the actions that payment should trigger, such as renewal of a product, domain registration, or renewal, have already happened and you can’t reverse them. You will need to deduct the amount from your income and issue the client a new invoice to repay.

For example, you would perform the following steps for a transaction that a client paid in 2CheckOut with the transaction ID 6A5245278HM:

  1. Click the Search/Filter tab at the top.
  2. Select 2CheckOut as the payment gateway.
  3. Enter the transaction ID (6A5245278HM).
  4. Click Submit. Any matching transactions will appear.
  5. Click the invoice for that transaction.
  6. In the Refund tab, apply a Record Only refund to deduct the paid amount from your income and show that invoice as unpaid.
  7. Perform the necessary actions for each item on the invoice. For example, you might want to suspend a product from the client profile to prevent further use or contact a domain’s registrar and ask whether a cancellation is possible.
  8. Optionally, create a new manual invoice for repayment (for example, if the dispute is a mistake or the client has contacted you) by manually creating a custom invoice. This can also apply any fees or surcharges you may have incurred for the disputed payment.
    Do not attempt to re-invoice the original items for repayment: that could lead to double incrementing of due dates and double renewal actions on products and services.

Payment Gateway Balances

We added this feature in WHMCS 8.2 and updated the displayed details in WHMCS 8.9.

You can view payment gateway balances for Stripe, PayPal Basic, PayPal Payments, and PayPal Card Payments at Billing > Transactions List in the WHMCS Admin Area. This lets you check your financial details sooner and stay aware of trends and changes.

  • The displayed balances remain in the cache for a specific amount of time and will then automatically refresh. You can also manually refresh them.
  • When you click on a transaction in this list, additional details will display for that transaction.
  • Balances display by default for admins with the Full Administrator role. To make this information available to other admins, assign the View Gateway Balances permission to the desired role.
If you use Stripe, you can also view balances in an Admin Area Dashboard widget.
For information about displaying balances in custom development, see our Developer Documentation.

Last modified: May 29, 2024