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1. Introduction

Definition

Manual Payments is a Leeloo.AI feature that lets you register and track payments made outside the platform: cash, bank transfers, third-party services, and any other methods not integrated directly. The manager manually records the payment, changes the order status to "Approved/Completed," "Rejected," or "Refund," and consolidates all company sales into a single source of truth. The feature belongs to both the Convert and Manage stages of the customer lifecycle.

Manual payments are connected as a separate payment system of the Merchant for Manual Payments type in Settings → Integrations → Payment Systems, and then linked to any offer. Orders for manual payments appear in Orders and Sales under the Payments tab, where the manager confirms or rejects each payment. The feature is compatible with Partial Payments: the remaining balance only updates after the manager confirms each payment.

The B2B operator (company manager or administrator) creates the manual-payments merchant, attaches it to an offer, sends the client a Buy button, and once the money is received offline — confirms the payment in the Payments tab, changes the order status to Approved/Completed, or rejects/refunds the order when needed. The manager can also record a payment without involving the client — via Add Manual Payment or from the client's card.

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The B2C client receives a Buy button on an offer that uses the manual-payments merchant. On the payment page they choose a payment date and leave a comment, then see a "payment is being processed" screen. The client pays the manager outside the platform (cash, transfer, card, etc.). By default, the client has 30 days to pay — otherwise the order is automatically rejected.

The Client's Card stores every manual order (offer, amount, currency, date, comment), the order status ("Open" → "Completed"/"Rejected"/"Refund"), and an indicator in the chat with the client showing status changes (visible only to managers). From the client's card you can open Order History and run a manual payment directly without opening the chat. Based on this data, the Analytics and Orders and Sales modules compute revenue, average check, and the share of manual payments in income.

After reading you will understand:

• how to create a payment system of the Merchant for Manual Payments type and which parameters to set;

• how to link the manual payment system to an offer and send the client a Buy button;

• how the client makes a payment and what they see after clicking Pay;

• how to confirm, reject, or refund a payment in the Payments tab of Orders and Sales;

• the default payment window and what happens if the manager misses the confirmation deadline;

• how to record a manual payment on the client's behalf — from the Payments tab and from the client's card.

Purpose

Manual Payments close the gap between offline sales and platform analytics: every payment that bypasses the integrated gateways still becomes an order in Leeloo.AI and appears in reporting, in the chat with the client, and in the client's card.

At the Convert stage, manual payments let you close the deal even when the client cannot pay online or when the company has historically accepted cash or bank transfers. The manager sends an offer with a Buy button via the manual-payments merchant, the client records their intent to pay, and the deal is not lost. The job to be done — convert any payment agreement into a sale, regardless of the payment method.

At the Manage stage, the manager manually processes payments, changes order statuses, issues refunds, and keeps the financial part of the client's card in sync. The job to be done — own the order status and payment confirmations so the client's card and analytics reflect the actual state of payments, not only the automatic transactions from integrated gateways.

2. Working with Manual Payments

Working with manual payments breaks into three parts: setting up the payment system, processing a payment with the client, and recording a payment on the client's behalf. Below — a detailed walkthrough of each part.

2.1. Creating the manual-payments system

Manual Payments are processed through a dedicated payment system. Create it in Settings → Integrations → Payment Systems → Merchant for Manual Payments.

After clicking + New Payment System, a menu opens with payment-system types — select Manual Payments Merchant.

In the new window, enter the payment-system name. Image and description are optional. Open additional parameters and fill in the following:

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1. Payment fee percentage — the payment-system transaction fee in %;

2. Fixed payment fee amount (if applicable) and the fee currency;

3. Transaction currency — used to display payment information;

4. Income currency — the currency in which the merchant receives the payment;

5. Supported currencies of the payment system (must include the income currency and the transaction currency);

6. Merchant name;

7. Label for Offers — text displayed on the offer page. If left blank, customers see the "Name" field;

8. Merchant description;

9. Comment tooltip text — shown as a hint next to the Comment field on the payment page;

10. Merchant image upload;

11. Button to create the merchant for manual payments.

2.2. Client-driven manual payment process

To process an offer payment manually, open the offer settings and select the merchant you created earlier in the Payment System field. Then send the client a message with a Buy button linked to the offer.

When paying for the offer, the client can select a payment date (1) — today's date by default — and leave a comment (2).

After clicking Pay, the payment goes into processing and the client sees a confirmation screen.

The order appears in the Orders and Sales table with the status Open:

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2.3. Changing the order status

As the manager, change the order status to Approved if you confirm the payment, or to Rejected if you do not. Go to the Invoices tab and approve or reject the order.

When confirming or rejecting an order, you can adjust price, currency, and payment date, and leave a comment:

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If you are refunding the client, change the order status to Refund — click the Refund button.

2.4. Recording a manual payment yourself

To process a payment without involving the client, click Add Manual Payment in Orders and Sales → Payments:

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Specify the client's name to associate the payment and the offer being paid for:

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The remaining flow matches a client-driven manual payment: go to Orders and Sales → Payments and confirm the payment.

2.5. Recording a manual payment from the client's card

A manual payment can also be made from the Client's Card. Open the user card and navigate to the Order History section.

Click Add Manual Payment. A window opens showing the client's name and a field to select the offer. Make sure the offer has a manual-payments merchant, choose the offer and click Create Manual Payment.

A window with the offer appears — enter the client's email and phone number and click Pay.

Confirm the manual payment from the client's card: return to Order History, click + to expand the order with status Open, hover over the payment name, choose an Action, then Verify, and either confirm or reject the order. After clicking Confirm, a window with the order details appears — fill them in and click Confirm again.

The added order receives the status Completed.

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