Understanding the Payments Page

LearnWorlds ‎

Modified on: Mon, 4 Aug, 2025 at 11:32 AM

The Payments page in LearnWorlds is your central hub to manage and track every financial interaction between learners and your school. This includes purchases, renewals, refunds, and admin actions. It gives you a clear picture of your school's revenue and helps maintain accurate records.

This feature brings value by helping you track payments, manage renewals, troubleshoot failed transactions, record offline payments, issue legal invoices and credit notes, and keep your financial records clear and organized.

What is a Payment Record?

A payment record is automatically created in LearnWorlds every time a user interacts with your school financially. This includes situations like:

A student purchases a course or product
A subscription or installment renews automatically
An admin manually enrolls a student in a paid product
An admin refunds or writes off an unpaid invoice

Students can view a simplified payment history under /account → Payment history.

Invoices & Credit Notes

Invoices and credit notes are legal documents that help keep your financial records accurate and tax-compliant.

Term	Definition
Invoice	A legal document is generated when a purchase or subscription renewal occurs. It may or may not be linked to a payment record depending on how the transaction was recorded.
Credit Note	A document issued to cancel or reverse a previously issued invoice. Typically created during a refund or a write-off. A credit note always references the original invoice. For example, if you refund a student, LearnWorlds will create a credit note PDF that documents the negative transaction.

Actions Available per Payment Status

Each payment record has a status, such as Paid, Overdue, Written-off, or Void. The actions available to you will depend on this status.

Here’s a quick overview of what’s possible:

Action	Paid	Overdue	Written-off	Void	Paid (Credit Note)
View details	✅	✅	✅	✅	✅
Send invoice to user	✅	✅	✅	✅	✅
Download invoice	✅	✅	✅	✅	✅
Mark as paid		✅	✅
Collect payment now		✅
Void		✅	✅
Write-off		✅
Issue a refund	✅

Some actions require an invoice or credit note to be available.

Managing Payments: What Each Action Does

Let’s break down what each action means and when to use it.

View Details: When you click on a payment record, a side panel opens with a detailed overview of the transaction, including dates, status, product names, student information, and any related invoice or credit note.
Send Invoice to User: The learner is sent the invoice by email. If a PDF has been generated, it’s included as an attachment.
Download Invoice: Lets you download a PDF version of the invoice for record-keeping or manual sending.
Upload / Replace Invoice: If your school doesn’t use LearnWorlds' or Quaderno’s invoicing system, you can manually upload your own invoice (PDF format).You can also replace an already uploaded document if needed.
Edit Billing Info: Allows admins to update billing fields such as:
-Full name
-Email address
-Address

Note that Tax fields cannot be edited.

Adjusting a Payment’s Status

Some payments may not follow the standard online checkout flow. LearnWorlds lets you manually adjust its status when needed.

Mark as Paid	Use this if the learner paid outside the system (e.g., via bank transfer or cash). This option is available for Overdue or Written-off statuses.
Collect Now	If an automatic renewal fails (e.g., a subscription that didn't renew due to a failed payment), use this to attempt collection again through Stripe or PayPal. Available for Overdue statuses.
Void	Voiding a payment record keeps a record of the event but marks it as inactive. Use this if the transaction was a mistake or should not be counted. Available for Overdue or Written-off records.
Write-Off	Use the write-off option when you're certain the payment cannot be collected. This removes it from revenue tracking but keeps a legal record.
Issue a Refund	Refunds are only allowed for Paid transactions. Find more details on how Refunds work here.

Viewing Payment Record Details

When you click “View details” on any payment record, a side panel opens showing:

Invoice or credit note (linked document)
Payment status, date, and total amount
Type (Purchase, Subscription, Refund)
Reference invoice (for credit notes)
Admin notes
Discounts or coupons used
Product names and line items
Customer contact info
Payment method (blank if added manually)

This is useful for auditing, troubleshooting, or answering customer questions.

Writing Off an Invoice

Use the write-off option when you're certain the payment cannot be collected. This removes it from revenue tracking but keeps a legal record.

To write off a payment,

Find an Overdue invoice
Hover over the three dots menu and select "Write-off invoice".
Choose the preferred method. You can choose to
-Mark as paid and issue a credit note → A reversal transaction is recorded.
- Mark as uncollectible → Only changes the status without a credit note.
Click Write off invoice.
Confirm the action.