Payments
The Payments page is where you track and pay everything your deals owe your partners: commission to partner companies and spiffs to individuals. Payments are generated automatically from your commission schemes as deals progress; you approve them, then either record them as paid outside Journeybee or pay them out through your connected payment provider.
Where to find it: Payments in the main navigation.
Who can use this: Admins only, with the Payments module turned on under Settings, then Modules & AI. Payments also needs the Commissions module. Partners get a read-only view in their portal.
How payments are created
You do not create payments by hand. Your commission schemes define, per partner, which deal stage triggers a payment and how the amount is calculated. When a deal reaches (or passes) that stage, the payment appears on the Payments page. A scheme entry can also require a yes/no custom field on the deal to be ticked before the payment is created.
In brief, a scheme combines a partner type, a payment type (Commission to the partner company or Spiff to an individual), targeting by category, tier or specific partners, and one or more payment entries, each with a trigger stage, a schedule (one-off, recurring or split) and a calculation (fixed amount, percentage of deal value, or scaling). Recurring entries generate one payment per instalment on a weekly, monthly, quarterly or yearly schedule.
Setting schemes up has its own guide. See Commissions, and Spiffs for individual incentives. Each deal's entries stay editable on its Commission tab, and when manual overrides are enabled for your company you can replace a deal's calculated commission with a fixed amount, a note and a supporting document.
The Payments page
Payments are shown in four views:
To be paid: Payments that are due and not yet paid. This is the default view. Future instalments of recurring schedules stay hidden until their due date arrives.
Processing: Payments currently being paid out through your payment provider.
Paid: Completed payments.
Wallets: Every registered beneficiary wallet, partner commission wallets and individual spiff wallets, with a balance per currency. Only appears when XTRM is connected. Ramp does not use wallets.
Each row shows the partnership (or spiff recipient), the lead, due and completed dates, status, amount, deal value, who approved it, and a Source column naming the provider (XTRM or Ramp) that paid it, with the provider's reference where there is one. Filter by partner, payment amount, deal value and payment type (Commission or Spiff), or search by partner and lead details. Clicking a row opens the payment in a side panel: the Details tab shows the recipient, deal and lead, dates, settlement, commission rule and approval, and a Provider tab appears for payments sent through XTRM or Ramp. Use Open deal in the panel to go to the deal it belongs to.
Selecting payments to pay
Tick the checkbox at the start of a row to select a payment, or use the checkbox in the column header to select every payment currently loaded. Only approved payments that are not yet paid or processing can be selected. Your selection is kept while you scroll to further pages and change filters, so you can build up a payout across several partners or searches. A bar above the list shows how many payments are selected and a Clear button. Switching view or completing a payout clears the selection. You can select up to 500 payments at a time.
When you open a payout action with payments selected, only those payments are included and the filters are ignored. With nothing selected, every eligible payment that matches your current filters is included, across all pages, not only the rows you have scrolled to.
Approving payments
Every payment must be approved before it can be paid. Tick the checkmark in the Approved column to approve a payment. The column also records who approved it. Every payout method below only accepts approved payments.
Paying partners
The Payout method selector at the top of the page decides how partners are paid: Manual, XTRM or Ramp. The selector only appears once XTRM or Ramp is connected. You can have more than one provider connected, but only one method is active at a time, and the page's header action changes to match: Mark as Paid, Pay via XTRM or Create Ramp Bills.
Mark as Paid (paid outside Journeybee)
Use this when you pay partners through your own banking or invoicing process and just want Journeybee to reflect it:
Select the payments you want to include, or leave nothing selected to include every eligible payment matching your filters (see Selecting payments to pay). Click Mark as Paid. The dialog lists the payments pre-selected, so untick any you don't want to include.
Choose the payment date.
Optionally add an external invoice ID and attach the invoice file (stored securely).
Confirm with Mark as Paid.
Marking as paid is permanent. There is no undo, so double-check the selection first.
Pay via XTRM
With XTRM connected and selected as your payout method you can pay partners directly from Journeybee. Connect it under Settings, then Integrations. See XTRM Payment Provider.
Pick your funding wallet from the wallet selector at the top of the page.
Select the payments to pay out, or leave nothing selected to include every eligible payment matching your filters, then click Pay via XTRM. Untick any you don't want to include in the dialog.
Review the recipients. Anyone not yet registered with the provider can be registered from the dialog. Recipients need an email address and country, and partner companies also need a phone number.
Click Initiate Payout.
Payments move to Processing while the provider transfers the funds, then to Paid, with progress notifications along the way. The payout is made in each payment's own currency, so your funding wallet and the recipient's wallet must both hold that currency.
Create Ramp Bills (Ramp)
With Ramp connected and selected as your payout method, Journeybee turns approved payments into draft bills in Ramp Bill Pay instead of moving money itself. Connect and map your recipients first. See Ramp Payment Provider.
Select the payments to include, or leave nothing selected to include every eligible payment matching your filters, then click Create Ramp Bills. Untick any you don't want to include in the dialog.
Check the Vendor links section for any recipient not yet linked to a Ramp vendor.
Click Create draft bills in Ramp.
Approve and pay the bills in Ramp.
Each payment becomes one bill in Ramp, in the payment's own currency. Payments show Processing until Ramp reports the bill paid, then Paid. Anything Journeybee could not queue is listed with the reason, for example an unmapped recipient or a currency your Ramp entity cannot pay.
Payment statuses
Not paid: Created and waiting to be paid.
Processing: The payment provider is transferring the funds, or, for Ramp, the bill is waiting to be approved and paid in Ramp.
Paid: Completed, either marked as paid or paid out via the provider.
Failed: An XTRM payout did not complete. The payment returns to the To be paid pool so you can retry.
Needs review: A Ramp payout hit something unexpected, such as a rejected bill, an amount mismatch or a disconnect mid-flight. Ramp payments are never failed automatically. They stay locked until you review them. See Ramp Payment Provider.
Approval is separate from status. The Approved column can be ticked on any unpaid payment, and a payment can be due without being approved yet.
The partner's view
Partners with a Payments room see their own payments in the portal, read-only, in the same To be paid / Processing / Paid views. When XTRM is connected they also see their wallet: the partnership's Commission wallet, and for spiff recipients their personal Spiff wallet. Partners register their own wallet from the portal and manage withdrawals on the provider's website via the Wallet Provider button. Money is not withdrawn inside Journeybee. With Ramp, partners are paid to the payment account on their Ramp vendor record and see nothing extra in the portal.
Troubleshooting
A payment wasn't generated after a stage change. Check the scheme entry's trigger: the deal must reach the entry's payment stage, and if the entry requires a yes/no custom field, that field must be ticked on the deal. For spiffs, the recipient must also be resolvable. See Spiffs.
An expected payment isn't in To be paid. Future instalments of recurring schedules only appear once their due date arrives.
The Payments page is missing. It is visible to Admins only, and needs both the Payments and Commissions modules turned on under Settings, then Modules & AI. See Platform Settings.
The page shows “Payments is switched off for this company” and I cannot pay or approve anything. The Payments module has been turned off. Your payment history stays readable, but paying, approving and provider actions are unavailable until an admin turns Payments (and Commissions) back on under Settings, then Modules & AI.
Pay via XTRM, Create Ramp Bills or the Wallets view is missing. They appear once the matching provider is connected under Settings, then Integrations, and selected as the Payout method.
An XTRM payout is blocked in the dialog. A recipient is unregistered or missing details (email, country, or phone for companies), doesn't have a wallet in the payment's currency, or your funding wallet's currency doesn't match. Fix the highlighted recipient and try again.
The payout dialog says only the first 500 payments are included, or that some selected payments were left out. A single payout covers at most 500 payments; narrow your filters or select fewer payments and pay the rest in a second round. Selected payments are left out when they are no longer eligible, for example because they were unapproved or paid in the meantime.
A payment is stuck in Processing. With XTRM, Journeybee checks with the provider periodically and updates automatically; large payouts can take a while, and if it eventually shows Failed it returns to To be paid. With Ramp, open the bill in Ramp: it is usually waiting for approval or payment there, and Journeybee updates as soon as Ramp pays it.
Good to know
Payments are generated from commission schemes. To change what gets paid, edit the scheme or the deal's Commission tab entries, not the payment. On an entry, the Payment field (the yes/no custom field that gates the payment) can be cleared again if you no longer want it to apply.
Each deal's Payments tab shows the same records scoped to that deal.
Spiff payments carry a purple Spiff badge and show the individual recipient. See Spiffs.
Invoice files attached when marking payments as paid are stored privately and can be downloaded from the payment row.
Commission analytics, paid versus pending and per-partner performance, live on your dashboard. See Commission Analytics.