Check Pay at Table payment status from POS or dashboard

When guests pay via Pay at Table, you have multiple ways to confirm payment status. This guide covers how to check if a payment is complete, partial, or pending.

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From Your POS

The primary way to check payment status is through your point of sale system:

• Real-time sync - When a guest pays via QR code, the payment appears on your POS immediately
• Bill closes automatically - Once fully paid, the table’s check closes
• Partial payments shown - If guests split the bill, you’ll see each payment as it comes in

Check your POS screen to see:

• Remaining balance on the table
• Individual payments made
• Whether the bill is fully settled

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From the storekit Dashboard

For a complete view of all Pay at Table transactions:

1. Go to Orders in your dashboard
2. Filter by Pay at Table orders
3. View payment status for each table

The dashboard shows:

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Where to Find Pay at Table Payments

QR / Pay at Table payments don’t always appear in the same place as regular online orders, so it helps to know where to look:

• Orders - Go to Orders and filter to Pay at Table to see each table’s bill and payment status.
• Tables - Open Tables, select the table (or bill), and click View payments to see the individual payments made against that bill, including splits and tips.

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Payment Notifications

Set up notifications to alert staff when payments are made:

1. Go to Settings → Notifications
2. Enable Pay at Table alerts
3. Choose notification method (dashboard, email, or both)

You’ll receive alerts for:

• Full payment completed
• Partial payment received
• Payment failed

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Understanding Payment States

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Fully Paid

The entire bill has been settled. The table is ready to be cleared and reset.

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Partially Paid

Some guests have paid their portion, but a balance remains. This commonly happens when:

• Guests are splitting the bill
• Someone is paying for specific items only
• A group is paying in rounds

Check the remaining balance on your POS before allowing guests to leave.

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Payment Pending

A payment has been initiated but not yet confirmed. This can occur when:

• The guest’s bank requires additional verification
• Network delays are causing slow processing
• The payment is being processed

Wait a few moments - most pending payments resolve within seconds.

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Payment Failed

The payment attempt was unsuccessful. Common reasons:

• Insufficient funds
• Card declined
• Network error

The guest will see an error on their phone and can retry with a different payment method.

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Understanding Bank Statement Entries

Occasionally a guest reports that their bank statement shows two entries for a single Pay at Table payment, even though storekit shows only one successful transaction. This is normal card-processing behaviour, not a double charge. Card payments are typically processed in two stages: The guest’s bank may display both the initial authorisation and the final capture side by side for a short time. The pending authorisation is not an extra charge and drops off automatically after a few days once it expires or is reconciled against the capture. Only one payment is ever collected, which is why storekit shows a single successful transaction.

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What To Do If Payment Doesn’t Appear

If a guest claims to have paid but you don’t see it:

1. Check your POS - There may be a short delay in syncing
2. Ask to see confirmation - Guests receive a confirmation screen after payment
3. Check the dashboard - View the transaction in your storekit dashboard
4. Verify the table - Ensure they scanned the correct table’s QR code

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Bill Payment Sync Failures

When a guest pays successfully via Pay at Table but the payment fails to sync to your POS, you’ll receive an email notification. This ensures you never miss a payment that needs manual reconciliation.

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What the Email Contains

The bill payment failure notification includes:

• Bill details - Bill ID and venue name
• Payment information - Payment ID and transaction details
• Error reason - Specific technical details about why the sync failed
• Reference IDs - Both storekit and POS bill IDs for reconciliation
• Quick actions - Direct link to view the bill in your dashboard

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What to Do When You Receive This Email

1. Check the error details - The email includes specific information about why the sync failed
2. View the bill in dashboard - Click the link in the email to see full payment details
3. Manually reconcile in POS - If needed, manually mark the bill as paid in your POS
4. Contact support - Our support team is automatically notified and can help resolve recurring issues

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Common Sync Failure Reasons

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Handling Disputes

If a payment dispute arises:

1. Check the transaction in your storekit dashboard
2. Note the transaction ID and timestamp
3. Contact support with the details

All Pay at Table transactions have a full audit trail for reference.

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Tips for Staff

• Check POS regularly - Especially during busy periods
• Confirm before clearing - Always verify payment before resetting a table
• Know the delay - Payments typically appear within 2-3 seconds
• Train on partial payments - Ensure staff understand split bill scenarios