Financial evidence
Payments, refunds and customer credits with a complete trail
See what was collected, what is still processing, what was refunded and what credit remains without changing the original financial history.
VMOTEK records payment methods, provider references, partial refunds, ACH lifecycle events, customer credits and invoice applications as connected financial events. The original invoice and payment stay intact, while later corrections explain what happened next and the reconciliation report exposes unresolved exceptions.
The problem
Paid, processing, refunded and credited are not the same state
Treating them as one status can close an invoice too early, refund the same payment twice or leave finance unable to match the shop record to the provider.
- ACH authorization treated as settled cash before confirmation.
- Refunds entered by editing or deleting the original payment.
- Customer credits kept in notes instead of an accountable balance.
- Missing check, bank, Terminal or Stripe references during reconciliation.
How it works
From collection to reconciled exception
- 01
Collect
Use the configured shop method and retain required external or provider references.
- 02
Track settlement
Distinguish created, processing, succeeded, failed, returned and disputed provider states.
- 03
Correct explicitly
Create a partial refund, reversal or customer-credit application without rewriting the source payment.
- 04
Reconcile
Filter by shop, invoice, customer or reference and resolve pending or unmatched financial events.
What you get
Capabilities in this area
Shop-aware payment methods
Apply company methods and location overrides with reference and overpayment rules.
Card, ACH and Terminal evidence
Keep hosted, bank and card-present provider status connected to the invoice.
Partial-refund protection
Limit cumulative refund requests to the original refundable payment balance.
Customer-credit ledger
Create, retain and apply customer credit with atomic balance changes and invoice references.
Credit-limit exposure
Separate money owed to a customer from the unpaid balance the business permits that customer to carry.
Reconciliation report
Review payments, refunds, credits, statuses, shops and external references in one operational report.
By role
What changes for each person
Front counter
Know whether a payment is complete before promising that an invoice is settled.
Manager
Approve accountable refunds and credit decisions without erasing the original event.
Finance
Match VMOTEK activity to provider and bank evidence by shop, invoice and reference.
FAQs
Frequently asked questions
Ready to move forward?
See the shop-to-fleet workflow
A personalized walkthrough of VMOTEK against your own operation. No pressure, no scripted pitch — bring the questions your team actually has.