---
title: Managing and Reviewing Payments
description: "VendorHearth Pro provides payment-management tools that allow organizers to review vendor payment information and confirm that payment records are associated with the correct applications. Regularly reviewing payments can help identify unpaid vendors, payment issues, and records that require attention. ##…"
url: "https://vendorhearth.com/docs/managing-and-reviewing-payments/"
updated: "2026-09-23"
category: Payments — Square, payment statuses, deadlines, reconciliation, manual payments
---

# Managing and Reviewing Payments

VendorHearth Pro provides payment-management tools that allow organizers to review vendor payment information and confirm that payment records are associated with the correct applications.

Regularly reviewing payments can help identify unpaid vendors, payment issues, and records that require attention.

## Viewing Payments

Open the **Payments** area in VendorHearth to review payment records.

Payment information can be used to determine which vendors have completed their required payments and which applications are still awaiting payment.

## Reviewing a Payment

When reviewing payment information, verify that the record corresponds to the correct:

- Vendor
- Event
- Application
- Amount
- Payment method or record type
- Payment status

This is especially important when manually entering or importing payment information.

## Square Payments

Payments completed through the VendorHearth Square integration should remain associated with the corresponding VendorHearth application.

If a vendor reports that they paid but VendorHearth does not reflect the expected payment status, check the transaction in Square before making changes manually.

If Square shows a successful transaction but VendorHearth does not show the expected update, review the Square webhook configuration.

## Vendors Awaiting Payment

An approved vendor may still be waiting to complete payment.

These vendors should remain distinguishable from vendors who have completed their payment requirements.

This allows organizers to follow up with approved vendors without accidentally treating them as fully confirmed.

## Manual Payments

Manual payment records should only be used when payment was legitimately received outside the normal VendorHearth Square checkout.

Before creating or confirming a manual payment, verify that the payment actually occurred.

## Historical Payments

Historical payments may appear for vendors who were imported into VendorHearth after already paying.

These records allow VendorHearth to recognize the vendor as paid without creating a false Square transaction.

A historical/manual record should not be expected to appear as a transaction in Square.

## Comparing VendorHearth With Square

When reviewing online payments, Square remains the payment processor's record of the actual Square transaction.

VendorHearth maintains the corresponding vendor and application information used by your event-management workflow.

If the two systems appear to disagree, investigate the transaction before changing payment information.

Check:

1. The vendor and application involved.
2. The transaction in Square.
3. The amount paid.
4. The payment status.
5. The VendorHearth payment record.
6. The webhook configuration if an update appears to be missing.

## Avoid Duplicate Payments

Do not create a manual payment simply because an expected Square payment has not appeared correctly.

First determine whether the original Square transaction exists.

Otherwise, the same payment could be represented more than once in your VendorHearth records.

## Payment Reporting

VendorHearth payment information can also be used in reports and exports.

This can help organizers review payment activity outside the individual vendor or application record.

Reports and exports are covered in the **Reports & Exports** documentation.

## Regular Payment Review

During an active registration period, it is a good practice to periodically review:

- Vendors awaiting payment
- Recently completed payments
- Manual payments
- Historical payment records
- Any payment records that appear inconsistent

This can help catch payment issues before the event.

## Payment Records and Financial Accounting

VendorHearth is designed to help manage vendor participation and associated payment information.

It should not replace your organization's accounting or bookkeeping system.

Continue using your normal financial records and Square reporting for accounting, reconciliation, tax reporting, and other financial requirements.

## Next Step

Continue to **Troubleshooting Payment Problems** for common issues involving Square credentials, payment updates, webhooks, and vendor payment records.