Alternative Payments

Alternative Payments (AP) collects card and ACH payments. Regentra supports two routes: AP imports invoices from your accounting system, or Regentra sends invoices to AP directly. Use one route for each invoice. Sending the same invoice through both routes can create two collectible copies.

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Connect and keep your settings

Testing and saving are separate actions. After changing a key, test it and save the replacement. A successful test verifies authentication and read access; it does not verify every permission needed to create invoices or manage notifications.

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API permissions for direct invoicing

Select these permissions in AP: Test Connection checks Read customers, Read invoices, Read payments and Read webhooks. Enable the three write/manage permissions above separately. The test does not initiate a payment or create a sample invoice. AP’s supplied permission list does not identify the permissions required by every endpoint. Confirm these mappings with AP when configuring your key:

• Whether Collect payments via hosted checkout is required to retrieve an invoice’s payment link.
• Whether Read refunds is additionally required to read refund history through the payments API.
• Whether Manage webhooks also permits manually resuming paused delivery.

The current integration does not initiate payments, manage saved payment methods, issue refunds, query payouts, change customer tags, or manage vendors and bills. Those workflows do not require enabling Write payments, Write refunds, Read payouts, customer-tag permissions, accounts-payable permissions, or Read checkout configuration for Regentra.

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Route 1: collect through your accounting system

Keep Send invoices to Alternative Payments off in Regentra’s AP Invoice settings.

1. Connect the same accounting system in Regentra and AP.
2. Send Regentra invoices to that accounting system.
3. AP imports and collects those invoices through its own accounting connection.
4. AP records payments in the accounting system. Regentra receives their status through its accounting integration.

This route keeps the accounting system’s tax treatment. Confirm AP’s import and payment-posting setup in AP itself. Regentra supports invoice sending to QuickBooks Online, Zoho Books and Xero; it does not verify AP’s connection to your books. Disable any separate accounting-system online collection option that would let the customer pay the same invoice twice, especially in Xero. The direct-invoicing AP API permissions above are not needed for the accounting route’s collection. Test Connection can report missing direct-invoicing read permissions while accepting valid credentials.

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Route 2: send invoices directly from Regentra

1. Save the AP credentials and enable the permissions above.
2. Open Invoice settings on the AP integration card.
3. Turn on Send invoices to Alternative Payments and confirm accounting import is off.
4. On each company page, link the existing AP customer if one already exists. This preserves that customer’s saved payment methods and autopay. A same-name match prompts you to choose rather than silently creating another customer.
5. Send the Regentra invoice. Regentra creates its AP copy and displays the AP payment link. Direct sending supports USD invoices.

AP receives invoices when they are sent, rather than when an ordinary draft is generated. A reviewed invoice must be approved and released. Older invoices that may already have reached AP need confirmation before direct sending. An unlinked part-paid invoice is refused because creating a full-value AP copy could collect too much. Retrying a send checks for an existing AP invoice first. If AP’s search is incomplete, or an earlier matching invoice has a different or unreadable total, Regentra stops creation and shows a warning instead of risking a duplicate. Review the invoice in AP and retry when its search is available.

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Payments, refunds and accounting

• AP invoice and payment records determine financial updates. Notifications prompt a fresh read; their amount fields are not treated as REST dollar amounts.
• Successful receipts are recorded before a direct invoice is marked paid. If receipt storage fails, or AP’s payment listing has not caught up, Regentra retries while keeping the invoice eligible for reconciliation.
• A settled AP invoice updates its Regentra status. Its payment is posted to the connected QuickBooks, Zoho Books or Xero invoice when available. Check invoice warnings for missing accounting copies or failed posts. Part payments are bridged at settlement, including supported split settlement with recorded accounting payments.
• A refund notification can mean a refund request. Regentra waits for a successful refund record before marking the receipt Refunded. Pending or unknown reversal statuses do not establish a completed financial reversal.
• Refunds, chargebacks and later ACH failures do not automatically reopen the invoice. Review the payment in AP and your books before collecting again. Initiate refunds and handle disputes in AP.
• Marking an invoice paid elsewhere or voiding it in Regentra attempts to archive its AP copy. AP payments already present can require manual review; read the invoice’s warning.

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Notifications and recovery

Regentra registers these topics automatically when direct sending is enabled: invoice_paid, invoice_updated, invoice_archived, payment_succeeded, payment_failed, payment_refunded, payment_chargeback. There is no webhook URL or secret to copy into AP for this setup. Regentra manages a subscription per topic and validates the Bearer secret AP sends. It saves authenticated reconciliation work before acknowledging receipt; a queue interruption is recovered by the next poll. Existing connection URLs stay the same. Payments are checked every 15 minutes. Refunds and chargebacks are also checked daily, with saved progress so larger backlogs continue in later runs. Broad reversal checks cover successful AP receipts recorded within the last 120 days; a notification naming an older linked invoice can request a targeted check. AP documents sequential account-wide delivery. After five unsuccessful delivery retries, it pauses delivery for the whole AP account, including other consumers. Pending and failed events stay queued until manual recovery. A failed-event count alone does not prove delivery is already paused. In Invoice settings:

• Check payments now queues a payment and reversal check.
• Subscribe again repairs Regentra’s subscriptions and refreshes their shared secret.
• Resume notifications asks AP to resume pending and failed delivery. Fix the underlying delivery problem first. AP processes at most ten queued notifications per retry run, so a backlog may take several cycles to drain.

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Troubleshooting

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Production changes back to Demo or keys look blank

Reopen the card and check its saved environment. It should stay on Production after saving, closing, and reloading. Key fields intentionally remain blank after a successful save and show configured. Leave those fields blank to retain the saved values; Test Connection uses the stored keys for that environment.

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Test Connection takes too long

The AP authentication and read checks share a server time budget; the browser also ends an unanswered test. Wait for the result, then retry or save the values and test the saved connection. Entered values remain in the form after a timeout or a failed save.

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Authentication succeeds but sending fails

Check Write customers, Write invoices and Manage webhooks. The connection test makes read requests and cannot prove those write permissions. Also check the environment, USD currency, customer link, and the invoice’s last error.

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Notifications fail or an old refund is missing

Use Check payments now and inspect AP’s webhook delivery history. Repair failed subscriptions or endpoint availability before resuming AP delivery. For events older than the broad reversal lookback, check the payment directly in AP and review the corresponding Regentra payment record. See Payment processors for processor switching and accounting roles.