Credit Card Operator Payment Processing
Once you have a Credit Card Operator configured, every time a customer pays online — from the payment link in an invoice email or from the Customer Portal — AdmCloud walks them through an automatic flow: it redirects them to the operator's secure page (for example AZUL), receives the outcome of the charge, and acts on it. If the payment is approved, it generates the cash receipt for you; if it's declined or canceled, your invoices are left exactly as they were.
What is it and what is it for?
This isn't a screen you open from a menu — it's the sequence of pages that runs automatically whenever your customer pays an invoice by card through a Credit Card Operator. It has four steps:
- Redirect to the operator: builds the charge data and sends the customer to the bank/operator's secure page.
- Payment approved: confirms the payment and shows the transaction details.
- Payment declined: shows the reason the bank didn't approve the charge.
- Payment canceled: the customer left the operator's page without completing the payment.
This flow exists so you don't have to step in manually on every charge: AdmCloud talks to the operator, interprets the bank's response and, when appropriate, creates the cash receipt and notifies the customer without anyone on your team having to do anything.
For this flow to work, you first need to configure and turn on an operator on the Credit Card Operators screen. There you choose the operator, the currency, the cash/bank account and the payment method that will be used, and turn on payment by email and/or by Customer Portal.
Screens in this flow
| Screen | What it does |
|---|---|
| Redirect to the operator | An automatic, in-between screen: it prepares the amount, currency, order number and return URLs, and posts a form to the operator's secure page. The customer sees it for just a moment. |
| Payment approved | The operator confirmed the charge. Shows the order number, amount and authorization code, and AdmCloud automatically creates the cash receipt. |
| Payment declined | The operator didn't approve the charge. Shows the decline reason reported by the bank; invoices are left unchanged. |
| Payment canceled | The customer left the operator's page without finishing the payment. In the email flow, the window closes itself automatically. |
How it works, step by step
- The customer starts the payment from the payment link in their invoice email, or from the payment button in the Customer Portal.
- AdmCloud validates the request: confirms the invoice is still open and the amount to pay is greater than zero, creates a payment record with "Created" status, and prepares the data the operator requires (amount, currency, order number and a security signature).
- The customer is redirected to the operator's secure page (for example AZUL), where they enter their card details. AdmCloud never sees or stores the full card number.
- The operator processes the charge with the issuing bank and redirects back to AdmCloud to one of the three result screens.
- If the payment was approved, AdmCloud marks the record as approved, creates the cash receipt applied to the matching invoices, marks the payment as processed and sends the customer a confirmation email.
- If the payment was declined or canceled, AdmCloud only updates the payment record's status; no invoice is changed, and the customer can try to pay again.
What your customer sees on each outcome
| Data | When it shows |
|---|---|
| Order Number | On approved and declined; identifies the transaction with the operator. |
| Amount and Currency | On approved and declined; the amount charged in the operator's configured currency. |
| Authorization Code | Only on approved; the code the issuing bank assigns to the transaction. |
| Card Number (masked) | When the operator reports it; only the last 4 digits are shown. |
| Decline Reason | Only on declined; the error description reported by the bank or operator. |
What your Accounts Receivable team should know
- The cash receipt is created automatically, applied to the paid invoices, using the payment method and cash/bank account you set up in Credit Card Operators.
- The bank's authorization code is printed on the cash receipt, so you can reconcile it against your bank statement.
- AdmCloud never stores the customer's full card number; it only keeps the last 4 digits reported by the operator in the payment details.
- If your company has subsidiaries enabled, each payment is tied to the subsidiary the link or charge was generated from.
Availability
- Only works if your company (or subsidiary) has a Credit Card Operator configured and turned on.
- Requires your company to have the Credit Card Payments module active.
- Not available while your company is on an evaluation (Trial) account.
- The email payment link only appears if you turned on "Send Payment Link Invoice"; the Portal button only appears if you turned on "Allow Payments In Customer Portal" and the customer has access and permission to view their receivables.
- Only applies to open credit invoices, customer debit notes and customer opening balances; other document types don't apply.
Tips and common issues
Did your customer close the tab before finishing? The payment is marked as canceled, their invoices aren't affected, and they can try again from the same link or button whenever they want.
Does the redirect screen flash and disappear? That's normal — that screen only auto-submits the customer toward the operator's page. If it stays on screen for a long time, the connection to the operator was probably lost and the customer should try again from the original link.
Does your customer say they paid, but you can't find the cash receipt? In rare cases the bank can approve the charge but AdmCloud fails to create the receipt automatically (for example, if the invoice was edited or voided at that exact moment). The payment stays recorded as "Approved" with no receipt attached. Contact AdmCloud support with the date and amount of the charge so it can be located and the receipt created manually.