Keep Payments Pending Until Reconciled (Payment Approval Workflow)

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Keep Payments Pending Until Reconciled (Payment Approval Workflow)

Fieldworker Payment Approval and Reconciliation Process

The Keep payments pending until reconciled by an authorized user permission adds an approval step for payments that are recorded by fieldworkers. When enabled, those payments stay Pending until an authorized office user (e.g., manager/accountant) reviews and reconciles them—helping you maintain tighter financial control and a clean audit trail.

Important: Card payments processed through an integrated payment gateway are automatically approved when processed and include a unique transaction reference/number—so they do not require manual approval under this workflow.

Table of contents

Overview

When this setting is enabled, payments recorded by fieldworkers (for example, cash or bank transfer) are held in a Pending state until reviewed by an authorized user (such as a manager or accountant). Fieldworkers may see a message like “Pending payment [amount]” on the invoice until approval is completed.You can configure this any time from Settings → General Settings → Fieldworker Permissions. Changes are saved automatically and take effect immediately.

When you should use this

This workflow is especially useful if your business:

  • Has multiple fieldworkers collecting/recording payments
  • Processes a high volume of transactions
  • Needs stronger controls to reduce errors and fraud risk
  • Wants clearer accountability and review before payments are finalized in records

How the workflow works

What happens when the setting is enabled

  1. A fieldworker records a payment against a booking/invoice.
  2. The payment is stored with a Pending / Unapproved status.

  3. An Admin/Office user receives a notification requesting approval.
  4. The authorized user reviews the payment details and chooses Approve or Reject.
  5. If approved, the fieldworker receives a confirmation notification.

What happens when the setting is disabled

  • Payments recorded by fieldworkers are applied immediately (no approval step).
  • Admin users may still receive notifications about payments recorded, but no action is required.

Scope note: This workflow is designed to control payments entered by fieldworkers. Gateway-processed card payments are automatically approved at the time of processing.

Benefits

  • Accuracy: Confirm payments recorded in the field match what the customer actually paid.
  • Fraud prevention: Add an approval gate before payments are finalized in your records.
  • Consistency: Standardize payment handling across your field team.
  • Accountability: Ensure a clear review step and ownership for approvals.

Enable or disable the setting

  1. Log in as an Admin/Office user.
  2. Go to Settings → General Settings → Fieldworker Permissions.
  3. Find “Keep payments pending until reconciled by an authorized user”.
  4. Toggle it On (require approval) or Off (apply immediately).

Notifications (approval requests)

When a fieldworker records a payment while this setting is enabled, an office user receives a notification requesting approval. The notification appears in the admin portal notification list and allows the office user to review the payment and approve or reject it.

Once the payment is approved, the fieldworker receives a notification confirming the payment was approved. If the setting is disabled, admins can still be notified about payments, but approvals are not required.

Review & reconcile pending payments

Option A: View Pending Payments

  1. Go to Invoices from the sidebar menu.
  2. Click Pending Payments.
  3. Click a payment to review its details (amount, date, method, and any notes/comments).

Option B: Approve/Reject using Payment Reconciliation

  1. Go to Invoices → Payment Reconciliation.
  2. Review the list of newly added payments and their current status.
  3. Click Actions on a payment, then select:
    • Approve to reconcile and approve the payment
    • Reject to decline the payment

Track payment status & history

To view payment statuses (approved, rejected, or not yet approved), go to: Invoices → Payments Received.

This provides visibility across all recorded payments, including their status, so your finance/admin team can quickly identify what still needs review.

Payment reports & exports

Payment reporting helps you track transactions, monitor cash flow, and support reconciliations. OctopusPro lets you generate and export payment reports.

  1. Go to Reports → Payment Reports → Payment Received.
  2. Filter by date to view payments within a specific time range.
  3. Export your report by selecting Export as (XLS).

Operational tip
Set a routine (daily or weekly) for your authorized users to review Pending Payments / Payment Reconciliation to keep your records current.

FAQs & troubleshooting

Why does the invoice still show a “pending payment” after the fieldworker recorded it?

Because the payment requires approval. It will remain in a Pending/Unapproved state until an authorized user reviews and reconciles it.

Do admins still get notified if approvals are turned off?

Yes—admins can still receive notifications about payments added by fieldworkers, but they won’t need to approve anything when the setting is disabled.

Do gateway card payments require approval?

No. Card payments processed via an integrated payment gateway are approved automatically when processed and include a transaction reference.

Conclusion

The Keep payments pending until reconciled by an authorized user setting gives you stronger oversight of fieldworker-recorded payments. By reviewing and reconciling pending payments, you can ensure only verified payments are finalized—improving financial accuracy, accountability, and control.

If you have questions about this workflow, contact the OctopusPro support team or browse the OctopusPro user guide and YouTube channel for more tutorials.

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