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Payment Review Queue — approve or reject

What is the Review Queue?​

The review queue (Payments → Review Queue) groups all incoming payments that could not be automatically approved by the AI. Each entry requires a human decision: Approve or Reject.

Access the Review Queue​

  1. Click Payments in the sidebar
  2. Select Review Queue
  3. You see the list of all pending payments (status Pending Review)

Understanding the List​

For each pending payment:

ColumnDescription
Sender nameName extracted from email by AI
EmailSender's email address
AmountExtracted amount
Suggested customerBest match found (if confidence > threshold)
ConfidenceScore in % — higher = more reliable suggestion
Match typeMethod used (exact email + name, email only, fuzzy name, none)
DateWhen the email was received / submitted

Available Filters​

  • Status: Pending, Approved, Rejected, All
  • Search: Sender name, email, memo

Review a Payment​

Click Review for a pending payment. A review panel opens:

What You See​

  1. Payment details: name, email, amount, memo, date, reference
  2. Suggested customer (if found):
    • Name, email, phone
    • Amount due, amount paid, remaining balance
    • Confidence score with match explanation
  3. Available actions

Available Actions​

Approve with Suggested Customer​

If the suggestion is correct:

  1. Click Approve
  2. Confirm

What happens:

  • Customer's balance is updated with the payment amount
  • If remaining balance ≤ 0 → customer status → Paid
  • Reminders stopped
  • Payment entry in history

Manually Assign to a Different Customer​

If the suggestion is wrong or absent:

  1. Click Manually assign
  2. Search for the right customer (by name, email, or phone)
  3. Select them
  4. Click Approve with this customer

Reject​

If the payment is:

  • A duplicate (already processed)
  • An error (wrongly forwarded email)
  • Potential fraud
  • Impossible to associate
  1. Click Reject
  2. Enter a reason (optional but recommended for audit trail)
  3. Confirm

The payment moves to Rejected status and affects no customer.

Edit Payment Details​

If the AI incorrectly extracted the amount or name:

  1. Click Edit in the review panel
  2. Correct the fields (sender name, email, amount)
  3. Save
  4. Re-attempt approval with the corrected data

Unmatched Payments​

If no matching customer is found, the payment stays in the queue with the note "No suggested customer." You can:

  • Manually assign if you recognize the payment
  • Reject if it's an irrelevant forwarded email
  • Leave pending for later review

History of Processed Payments​

All approved (automatically or manually) and rejected payments are kept in the review queue with their final status. Use the Status: All filter to see the complete history.