How to Track and Review your Payments

LearnWorlds ‎

Modified on: Fri, 1 Aug, 2025 at 8:17 AM

Payments is your central hub for managing all financial activity in LearnWorlds. Review purchases, subscriptions, refunds, and revenue by product or instructor. You can also handle overdue invoices, issue refunds, troubleshoot failed transactions, and export data in CSV or XLS format.

In this article, you’ll learn how to use the Payments tab, understand payment records, review revenues, export data, and manage invoice actions.

Overview of the Payment Page

To start managing your sales, go to E-commerce → Payments in your LearnWorlds admin panel. Here you can find a summary and a detailed list of all payments in your school.

There is also a searchable and filterable table of all payment records, which includes:

Status	It can be Paid, Overdue, Written-off, or Void
Products	Name of the course, bundle, or subscription
Type	Purchase, Installment, Subscription renewal, or Refund
Date	Date of the payment, based on your school’s date format
Customer	Name of the learner
Details	Invoice ID with download link, or notes (e.g., manual enrollment)
Total	Payment amount

You can search for specific records using the Invoice ID, product name, or customer name. You can also filter results by product, date, status, or payment type.
Click the Export Data button at the top-right corner and choose .XLS or .CSV format to download your records.

Payment Statuses Explained

Invoices can have four different statuses. They can be marked as:

Paid: Successful transactions including new purchases, renewals, installment renewals, refunds, or manually marked as paid
Overdue: Those are failed subscription or installment plan renewals
Written-off: Overdue invoice marked as uncollectible (no credit note issued)
Void: "Soft-deletion" of payment records (for overdue or written-off invoices)

To learn how to refund, write off, or void an invoice, check the respective guides.

Available Actions

Each payment can be acted upon based on its status. Clicking on a transaction opens a panel with full details:

Paid invoices	Send an invoice to the user Download invoice Issue a refund
Overdue invoices	Collect payment now (Triggers collection via payment gateway) Mark as paid (Manual confirmation if paid outside LearnWorlds) Void this invoice Write-off invoice Send payment reminder
Written-off	Download invoice Mark as paid Void this invoice Check how to write off an invoice here.
Void	Download invoice (Still available for record keeping) Check how to void an invoice here
Credit Notes	Send a credit note to the user Download credit note

The available actions depend on the payment’s real-time status and whether you use LearnWorlds or Quaderno for invoicing.

Transactions

The Transactions tab gives you a complete record of all financial activity in your school, as processed through platforms like Stripe. It includes purchases, subscription renewals, installment payments, refunds, and failed transactions, making it easy to track and review every payment event in detail.

This is your go-to space for monitoring all successful and failed transactions, with full visibility into the payment method and related details. You can also view this information directly from each user’s profile.

Status	Indicates the result: Successful, Failed
Payment Type	Charge (a payment collected from the user) or Refund (a payment returned to the user)
Total	Amount of the transaction
Payment Method	Visa, Mastercard, PayPal, etc.
Customer	Name of the purchaser
Date	Exact date and time of the transaction
Associated Payment	Links to the related payment record, if applicable

You can filter transactions by Date issued, Status (Successful, Failed), and Type (Charge, Refund). You can also search using the learner’s name. Click a transaction to open a panel with full details:

For Successful Charges	Total, Date, Type (Charge) Payment Method (brand, last 4 digits, expiry) Transaction ID (as returned by the payment processor) Associated Payment link (e.g., INV-12345) Customer Name
For Refunds	Total, Date, Type (Refund) Payment Method (brand, last 4 digits, expiry) Transaction ID (as returned by the payment processor) Associated Payment link (e.g., INV-12345) Customer Name Credit note ID (e.g., CRE-12345)
For Failed Transactions	Total, Date, Type (Charge or Refund) Payment Method (brand, last 4 digits, expiry) Transaction ID (as returned by the payment processor) Associated Payment link (e.g., INV-12345) Customer Name Credit note ID (e.g., CRE-12345) Error Message with the reason this failed. This replicates the failure details shown in the Activity Log’s failed purchases view.

You can filter your Sales Records based on Custom Dates that you choose in the relevant Custom Dates filter.

Products Revenues

The Product Revenue tab provides an overview of the total revenue generated by each product, the number of purchases, and the total earnings.

Instructors Revenues

To view instructor earnings, navigate to E-commerce → Payments Instructors' revenues.

View each instructor’s earnings by. Use filters for product or date, and export the results in CSV or XLS format.

Instructors' Revenue is also visible in the Product Revenues tab. View instructor earnings for the courses and bundles by clicking on the down arrow above the product. You can also see the total Instructors' income next to your total income.

Instructor's Revenue is not calculated for enrollments in seat offerings.

For all the aforementioned tabs, you can:

Search for specific data or filter it by either the product name or by date.
Export the respective data in an Excel or CSV format by clicking on Export Data.