Payment Statuses
Eventixa tracks the financial state of a booking separately from the booking’s registration state.
This means a booking can have one Booking Status and a separate Payment Status at the same time.
Understanding both is important when reviewing payments, refunds, failed transactions, offline payments, and gateway synchronization.
Available in: Eventixa Core + Eventixa Pro
Location: Eventixa → Bookings → Open Booking
Related features: Bookings, Transactions, Refunds, PayPal, Stripe, WooCommerce, Offline Payment
What Is a Payment Status?
A payment status tells you what has happened financially for a booking.
Depending on the payment workflow, statuses can include states such as:
- Pending
- Paid
- Failed
- Refunded
These should be read separately from Eventixa booking statuses.
Payment Status vs Booking Status
The two status systems answer different questions.
Booking Status
Answers: What is the current state of the registration?
Examples include:
- Pending
- Completed
- Cancelled
- Failed
- Expired
- Refunded
Payment Status
Answers: What happened to the money?
Examples include:
- Pending
- Paid
- Failed
- Refunded
A booking can therefore have different values in each system.
Example: Completed and Paid
A normal successful paid registration may show:
Booking status: Completed
Payment status: Paid
This means:
- The registration is confirmed.
- The payment was successfully completed.
Example: Expired and Pending
A payment attempt can remain incomplete while the booking expires.
For example:
Booking status: Expired
Payment status: Pending
This can happen when the checkout session expires before payment is finalized.
Example: Cancelled and Paid
A booking can be cancelled while the payment has not yet been refunded.
For example:
Booking status: Cancelled
Payment status: Paid
This tells you:
- The registration is no longer active.
- The money has not yet been returned.
Do not assume cancellation automatically means refund.
Pending
Pending means the financial outcome is not yet confirmed.
This can occur when:
- Customer has not completed payment.
- Online gateway is still processing.
- Offline payment is awaiting manual verification.
- WooCommerce order is pending.
- Gateway confirmation has not arrived yet.
A Pending payment should not be treated as successfully paid.
Paid
Paid means Eventixa has recorded the payment as successfully completed.
For online payments, verify that this matches the payment gateway transaction.
For offline payments, the administrator should only mark the payment paid after the money has actually been received.
Failed
Failed means the payment did not complete successfully.
Possible causes can include:
- Card declined
- PayPal failure
- Authentication failure
- Gateway error
- Invalid credentials
- Payment cancellation
- Integration failure
A failed payment should not be treated as successful.
Refunded
Refunded means the applicable payment has been returned or recorded as refunded.
Do not mark a payment Refunded unless the financial refund has actually taken place.
For manual refund workflows, verify the external payment provider first.
Payment Status in Booking Details
Go to: Eventixa → Bookings
Open a booking.
The Payment panel can show information such as:
- Payment status
- Amount
- Gateway
- Transaction ID
Use this panel when investigating payment issues.
Payment Method and Payment Status
Do not confuse the payment method with the payment status.
Payment Method
Examples:
- PayPal
- Stripe
- Local
- WooCommerce
- Free
- RSVP
Payment Status
Examples:
- Pending
- Paid
- Failed
- Refunded
These describe different things.
PayPal Payment Status
For PayPal bookings, Eventixa should reflect the result received from the PayPal payment workflow.
If Eventixa says Paid but PayPal does not show a successful transaction, investigate before relying on the Eventixa value alone.
Stripe Payment Status
Requires Eventixa Pro
Stripe payments can move through different processing states before becoming final.
Eventixa should only treat the payment as Paid once the Stripe transaction has completed successfully.
Offline Payment Status
Local / Offline payments often begin as: Pending
because Eventixa cannot automatically verify a bank transfer, cash payment, or manually collected payment.
An administrator must verify the payment outside Eventixa before updating the payment state.
WooCommerce Payment Status
WooCommerce uses its own order-status system.
For example:
- Pending payment
- Processing
- On hold
- Completed
- Cancelled
- Refunded
- Failed
These are WooCommerce order statuses, not Eventixa payment statuses.
Eventixa maps or interprets the WooCommerce result according to the integration settings.
Confirm Booking Based on WooCommerce Status
In: Eventixa → Settings → Payments → WooCommerce
you can configure which WooCommerce order statuses should confirm an Eventixa booking.
For example, your settings may confirm Eventixa bookings when WooCommerce becomes:
- Processing
- Completed
This does not mean every WooCommerce status should confirm an Eventixa registration.
Why Status Mapping Matters
If the wrong WooCommerce statuses are selected, Eventixa may confirm a booking too early.
For example, confirming a booking on: Pending payment
could create a registration before the money has actually been received.
Use only the order statuses that fit your payment workflow.
Free Tickets
Free tickets do not require an online payment transaction.
The booking can complete without a paid gateway charge.
A free registration should not be confused with a paid transaction.
RSVP
RSVP registrations also do not represent a normal payment transaction.
Going and Not Going responses are registration outcomes rather than paid payment states.
Coupons and Payment Status
Coupons change the amount due, but they do not change the meaning of payment status.
For example:
Subtotal: $100
Coupon: -$20
Paid: $80
The payment status can still be: Paid because the full amount due after discount was successfully collected.
100% Coupon
If a coupon reduces the total to: $0 there may be no online payment transaction at all.
Do not expect a normal gateway-paid status when there is no amount to charge.
Recurring Events
Payment status still belongs to the specific booking associated with the selected occurrence.
When troubleshooting recurring events, verify:
- Booking
- Occurrence
- Ticket
- Payment
Virtual Events
A Paid payment status does not automatically grant unrestricted virtual access.
Virtual-event access can still depend on:
- Booking status
- Attendee status
- Reveal timing
- Occurrence
Waitlist
For waitlist reservations, payment status is important because a reserved seat may be held only for a limited period.
If payment remains incomplete and the reservation expires, the booking should not be treated as successfully paid.
Payment Status Changes
Payment status can change during the booking lifecycle.
For example: Pending → Paid or Paid → Refunded
These changes should reflect real financial events.
Do Not Manually Change Status Without Verification
Before manually changing a payment state, verify the real-world transaction.
Check:
- Gateway dashboard
- Transaction ID
- Amount
- Booking reference
- Payment timestamp
For offline payments, verify the bank/cash/manual payment source.
Customer Says They Paid but Status Is Pending
Do not immediately ask the customer to pay again.
First:
- Open the booking.
- Check payment gateway.
- Review transaction ID.
- Verify transaction externally.
- Review Booking Notes.
- Reconcile the correct status.
Customer Says They Were Charged but Status Is Failed
Treat this as a reconciliation issue.
Verify the external gateway first.
If the gateway confirms a successful charge, do not assume the Eventixa Failed status is financially correct.
Payment Shows Paid but Booking Is Expired
This can happen in edge cases where payment completion and booking expiration do not synchronize as expected.
Review:
- Transaction timestamp
- Checkout expiration
- Booking Notes
- Ticket capacity
Resolve carefully rather than creating another charge.
Payment Shows Paid but Booking Is Cancelled
This usually means the registration was cancelled but the money has not yet been refunded.
Review whether a refund is required.
Payment Shows Refunded but Booking Is Completed
This state should be reviewed.
A refunded payment and active completed registration can represent a mismatch depending on the intended workflow.
Confirm:
- Refund
- Booking status
- Attendee state
- Capacity
Refund Workflow
A typical manual refund sequence is:
- Verify the paid transaction.
- Cancel the booking if required.
- Process refund through payment provider.
- Verify the refund.
- Update Eventixa to Refunded.
- Add a note if useful.
Partial Refunds
A partial financial refund may not always map cleanly to a single full Refunded status.
If your payment provider supports partial refunds, document them clearly in booking notes and keep the actual transaction records as the source of truth.
Payment Status and Booking Notes
Booking Notes can help explain payment-state changes.
For example:
- Payment confirmed
- Gateway sync changed status
- Refund processed
- Payment expired
- Manual verification completed
Review notes before changing anything manually.
Transaction ID
For online payments, the transaction ID helps connect Eventixa to the payment provider.
Examples can include:
- Stripe Payment Intent
- PayPal transaction reference
- WooCommerce gateway transaction ID
Use it when reconciling status discrepancies.
Amount Verification
Always compare the payment status with the actual amount.
For example:
Payment status: Paid
Amount: $80
Verify the provider also shows: $80
This is especially important after discounts.
Payment Status and Capacity
Payment status itself does not directly describe capacity.
Capacity is controlled by the booking and registration workflow.
However, payment completion can affect whether a booking remains confirmed and whether capacity remains reserved.
Pending Payments and Capacity
A pending payment can temporarily hold capacity depending on the booking state.
This prevents overbooking while a valid payment attempt is still active.
Failed Payments and Capacity
Failed or expired bookings should not permanently hold ticket capacity.
Verify capacity returns when the booking is no longer valid.
Refunded Payments and Capacity
If a refunded booking is also cancelled, applicable capacity should be released.
Verify the booking and attendee state rather than relying on payment status alone.
Payment Status Filters
Where available in the Bookings screen, you can filter bookings by payment status.
This can help locate:
- Pending payments
- Paid bookings
- Refunded transactions
- Failed payment attempts
Payment Gateway Filters
You can also use payment gateway filters to find bookings from:
- Stripe
- PayPal
- Local
- WooCommerce
This is useful for reconciliation.
Recommended Daily Payment Review
For active paid events, periodically review:
- Pending payments
- Failed payments
- Recently refunded bookings
- Gateway mismatches
This is especially useful during high-volume ticket sales.
Common Problems
Payment Is Pending Too Long
Check:
- Gateway
- Transaction
- Checkout state
- Offline-payment verification
- WooCommerce order
Payment Is Paid but Booking Is Pending
Verify the gateway and review booking synchronization.
Payment Is Failed but Customer Was Charged
Check the payment provider immediately.
Do not ask for another payment until you understand the original charge.
Payment Is Refunded but Booking Still Active
Review and correct the booking state if appropriate.
Booking Is Cancelled but Payment Is Paid
A refund may still need to be processed.
Offline Payment Still Shows Pending
Confirm whether the payment was actually received.
If yes, update the booking/payment state using the supported admin workflow.
WooCommerce Booking Is Not Confirmed
Review the WooCommerce status mapping under Eventixa payment settings.
Wrong Payment Status After Gateway Update
Check transaction ID, booking notes, and gateway record before making manual changes.
Recommended Payment Status Workflow
When reviewing a booking:
- Open the Eventixa booking.
- Check Booking Status.
- Check Payment Status.
- Check Payment Method.
- Verify amount.
- Review transaction ID.
- Check Booking Notes.
- Verify external gateway if needed.
- Correct only after confirming the real financial outcome.
Recommended Troubleshooting Order
When statuses do not match:
- Verify the external financial transaction.
- Verify Eventixa booking reference.
- Compare amount.
- Compare timestamps.
- Review status history/notes.
- Review capacity.
- Update Eventixa only after understanding the mismatch.
Important Notes
- Payment Status and Booking Status are separate.
- Pending means payment is not yet confirmed.
- Paid means the applicable payment was successfully completed.
- Failed means the payment did not succeed.
- Refunded means money was returned or recorded as refunded.
- Cancelling a booking does not automatically refund payment.
- Always verify external gateway transactions before manually changing payment state.
- WooCommerce order statuses are different from Eventixa payment statuses.
- Offline payments require manual verification.
- Payment status should reflect the actual financial outcome.
