PayWay
Gateway payments, processing fees, and refunds from PayWay — matched to your open AR invoices and reconciled against the settlement deposit that lands in your bank.
Overview
A settlement deposit arrives in the bank as one net number, and someone has to work backwards from it: which invoices does this cover, how much of it was processing fees, and which of last week's refunds is buried inside it. PayWay handles the card processing. DualEntry handles the accounts receivable. The connector in between does the matching.
The connector reads authorized, captured and settled transactions from PayWay — transaction ID, amount, currency, timestamp, payment method and the customer or order reference — and splits the gross amount from the processing fee before anything posts. It then matches each payment to an open AR invoice using the order or invoice reference as the primary key, with amount-and-date matching as a fallback. Matched payments are applied to the invoice and it is marked paid or partially paid; the fee posts to your configured fee account; the net cash lands against your bank or clearing account; and transactions are grouped into settlement batches so the grouping matches the deposit on your bank statement.
Flow is inbound only. PayWay is the source of truth for what was charged, refunded and settled, and nothing is written back to the gateway from DualEntry. DualEntry is the source of truth for the AR ledger — which invoices are open, what they are worth, and how cash is applied against them. Unmatched and mismatched payments are held rather than posted, so a payment never silently applies to the wrong invoice.
This connection is delivered by APIWorx, a managed integration platform that sits between PayWay and DualEntry. APIWorx runs it as a managed service on its own infrastructure with continuous monitoring and logging — you do not host or run anything yourself, and there is no PayWay connector tile inside the DualEntry application.
Settled payments
Customer payments applied to AR invoices
Processing fees
Net settlement amounts
Bank and clearing deposits
Refunds and chargebacks
Settlement batches and payouts
Customer references
Data synced
The integration syncs the following data types:
- Authorized, captured and settled PayWay transactions are retrieved with transaction ID, amount, currency, timestamp, payment method and the customer or order reference
- Each settled payment posts to DualEntry as a customer payment applied to the matched AR invoice at the gross amount
- The invoice is marked paid when the gross amount clears the balance, or partially paid when it does not
- The PayWay transaction ID is carried into DualEntry as the payment reference and external ID, so every posted payment traces back to the gateway record
- The PayWay transaction date becomes the payment and posting date, and the PayWay currency becomes the transaction currency on the payment
- The PayWay order or invoice reference is the primary match key against the DualEntry AR invoice, and reference matching is the recommended configuration
- Where no reference is present, the connector falls back to amount-and-date matching, which is less certain than a reference match
- The PayWay customer reference resolves to the DualEntry customer record on the payment
- Confirm fallback matches against your AR ledger during the first few sync cycles before relying on them unattended
- You choose the match key during configuration, so the fallback can be left off if your PayWay transactions always carry a reference
- The connector splits the gross transaction amount from the PayWay processing fee before either side posts
- The processing fee posts as a fee or expense entry to the fee account you map during configuration, separate from the cash entry
- Because the fee is booked on its own line, revenue and cash applied to the invoice stay at gross and are not netted down by gateway costs
- Fee accounts are mapped once during setup alongside your AR and bank or clearing accounts, and reused on every transaction
- Refunds and chargebacks raised in PayWay are captured by the connector and posted into DualEntry as credit or reversal entries
- Each reversal posts against the original transaction rather than as a standalone adjustment, so the payment and its reversal stay linked
- Refunds and chargebacks flow inbound only, so issuing or reversing a charge always happens in PayWay, never in DualEntry
- Reversals arrive on the same webhook or polling schedule as payments, so a same-day refund can land in the same sync cycle as the original charge
- The connector groups PayWay transactions into settlement batches so the deposit grouping in DualEntry matches the payout on your bank statement
- The net settlement amount is recorded as a deposit against the bank or clearing account you map during configuration
- Because gross payments, fees and net settlement each post to their own mapped account, the clearing account resolves rather than accumulating an unexplained balance
- Settlement reconciliation runs as one of the connector's standard operations on every transaction, not as a separate month-end job
- A payment that cannot be matched to an open invoice raises a no-matching-invoice exception and is held for review rather than posted
- A payment whose PayWay amount differs from the invoice raises an amount-mismatch exception and is not auto-applied until you review and correct it
- A transaction that cannot post to DualEntry raises a failed-posting exception, which is logged and retried automatically, with persistent failures flagged
- All three exception types are raised and logged in the APIWorx portal, and clearing the held queue there belongs in your regular AR review
- Unmatched and mismatched payments are held rather than posted, so nothing silently applies to the wrong invoice
Key Features
- Payments matched to invoices, not dumped in a batch
Each PayWay transaction is matched to an open AR invoice on the order or invoice reference. Amount-and-date matching is available as a fallback when a reference is missing. - Fees split from cash before posting
The connector separates the gross amount from the processing fee on every transaction. The fee posts to your configured fee or expense account instead of quietly reducing revenue. - Cash applied automatically
Matched payments are applied against the invoice and the invoice is marked paid or partially paid, so your aging reflects what has actually cleared. - Settlement batches that tie to the bank
Transactions are grouped into settlement batches and the net settlement amount is recorded against your bank or clearing account, so the deposit grouping matches what your statement shows. - Refunds and chargebacks reversed against the original
Refunds and chargebacks are captured and posted as credit or reversal entries against the original transaction rather than as unlinked adjustments. - Held queue instead of wrong postings
No-match and amount-mismatch exceptions hold the payment for review rather than posting it. Failed postings are logged and retried automatically, with persistent failures flagged in the APIWorx portal. - Near real time or on your schedule
Transactions sync near real time on PayWay webhook events where those are available, or on a configurable polling interval — every 15 minutes, hourly, or a daily batch. - Delivered and maintained by APIWorx
You authorize PayWay with your merchant account API credentials and authorize your DualEntry company, then APIWorx runs and monitors the connector on its own infrastructure as a managed service.
FAQ
Yes. The PayWay connection is delivered by APIWorx, a managed integration platform that sits between PayWay and DualEntry. APIWorx runs the connector as a managed service on its own infrastructure, with continuous monitoring and logging.
That means there is no PayWay connector tile inside the DualEntry application and nothing for you to host or run. Setup is completed with an APIWorx implementation contact, and connector exceptions are raised and logged in the APIWorx portal.
It removes the manual work of turning gateway activity into applied cash. Settled payments are matched to your open AR invoices and applied automatically, processing fees are split out to their own account instead of quietly reducing revenue, and transactions are grouped into settlement batches so the deposit in DualEntry matches the payout on your bank statement.
The result is an AR ledger that reflects what has actually cleared, and a clearing account that resolves rather than accumulating a balance nobody can explain.
No. The flow is inbound only: PayWay to DualEntry, with no reverse sync. Payments, fees, refunds, chargebacks and settlement batches move into DualEntry, and nothing is written back to the gateway.
PayWay stays the source of truth for what was charged, refunded and settled. DualEntry stays the source of truth for the AR ledger and how cash is applied against it. Charges and refunds are always issued in PayWay.
The primary match key is the order or invoice reference carried on the PayWay transaction, matched against your open AR invoices. This is the recommended configuration and the most reliable option. Where no reference is present, the connector can fall back to matching on amount and date.
Fallback matching is less certain than a reference match, so confirm those matches against your AR ledger during the first few sync cycles. You select the match key during configuration.
Transactions sync near real time on PayWay webhook events where PayWay supports them. Where webhooks are not available, the connector runs on a configurable polling interval, for example every 15 minutes, hourly, or as a daily batch.
You choose the sync mode during configuration, so the cadence can be matched to how closely you need AR to track gateway activity.
The connector raises one of three exception types and logs it in the APIWorx portal. A payment with no matching open invoice is held for review so you can confirm the reference or apply it manually. A payment whose amount differs from the invoice is not auto-applied until you review and correct it. A transaction that cannot post to DualEntry is logged and retried automatically, with persistent failures flagged.
Unmatched and mismatched payments are held, not posted, so they do not silently apply to the wrong invoice. Clearing the held queue in the APIWorx portal is best treated as part of your regular AR review.
.avif)