Accept or reject a bank transfer receipt

Card payments settle themselves. Bank transfers need a human — someone has to look at the receipt and confirm the money arrived.

Steps

1. Open Exhibitors and go to the Payments tab.
2. Bank transfers to check lists the receipts waiting.

   

3. Open one and look at the uploaded proof.
4. Check it against your bank statement.
5. Accept to confirm the booth and issue an invoice, or Reject with a note.

Add a note either way. Six weeks later, nobody remembers why one was rejected.

Check the statement, not the receipt

The receipt is a screenshot the exhibitor uploaded. It shows they say they paid; it is not evidence the money arrived.

Always confirm against your actual bank statement before accepting. Common gaps:

• A transfer initiated but not completed.
• The right amount to the wrong account.
• The correct amount minus intermediary bank fees, leaving you short.
• A duplicate screenshot of an earlier payment.

Rejecting

Rejecting does not release their space — it stays held. That is deliberate: a rejected receipt is usually an admin problem, not a lost sale.

Say what was wrong in the note: short payment, wrong account, unreadable image. Then they can fix it and upload again.

What happens next

Accepted payments confirm the booth and issue an invoice. The order appears in your reconciliation.

Rejected ones stay in the queue until resolved.

Common problems

Nothing in the queue but an exhibitor says they paid. They paid by card, or never uploaded a receipt. Check their record.

The amount is short. Usually intermediary bank fees on an international transfer. Decide whether you absorb it or ask for the difference — and set the expectation in your payment instructions next time.

The receipt is unreadable. Reject with a note asking for a clearer image or the bank's own PDF.

They paid twice. Accept one, and refund the other by making an actual bank transfer back. Record it in the note; there is no automated refund for bank transfers.

Nobody is checking the queue. This is the most common failure. Bank transfers need a named person checking daily during selling season, or exhibitors sit unconfirmed for weeks.