Approving payments: what the admin is actually checking

The approval step is often treated as a formality. It is the only place where somebody actually looks at the evidence.

Short answer. Before approving, check four things: the amount matches what was due, the receipt shows that amount going to the right account, the date is what the member says, and the payment has not already been recorded. Send it back with a reason if any of those fail.

The four checks

Amount. Does it match what was due? If it is short, it is a part payment, not a full one.
Receipt. Does it show that amount, going to the right account?
Date. Does it agree with what the member entered?
Duplicate. Has this month already been recorded for this member?

Sending one back

Send it back when the receipt does not show what it needs to, when the amount is wrong in a way that needs a decision, or when it is a duplicate. Always with a sentence saying which. "Not yet" with no reason leaves a member unable to act and unsure whether they have been accused of something.

Approve within the week

An approval queue that runs behind produces two visible problems: members who have paid still appear to owe, and the balance is wrong. Both erode confidence in the record faster than almost anything else.

Recording your own payments

An admin contributes like everybody else. Their own payment should go into the same record, and where possible be approved by a second admin — not for suspicion's sake, but so that nobody ever has to ask the question.

Common questions

What if the amount is short?

Record it as a part payment with the balance still showing, rather than approving it as if it were full. Approving a short payment as full is how totals silently drift.

Should a rejection have a reason?

Always. A payment sent back without a reason tells the member nothing about what to fix, and it is the fastest way to lose their goodwill.

Laqfiz is free, and runs in your browser Start a community, invite the people in it, and every payment leaves a receipt everyone can see. No card, no download unless you want one.