How to accept or reject a crypto payment received after the payment deadline
Choose the correct payment attempt and decide how to handle a late payment: access rights, invoice menu actions, and checking the result.
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You can accept or reject a crypto payment received after the payment deadline in your Cryptanio account if the invoice requires a decision. First select the correct invoice and attempt, match the transfer to the order, then use the action in the menu. Accepting changes how the payment is recorded; rejecting does not send cryptocurrency back from your wallet.
This guide covers the seller’s decision about a late payment that has already been found. If the transfer has not yet been found or its destination is unclear, start with troubleshooting an unpaid order. Here we will look at a payment that arrived after the deadline and a decision about whether to fulfil the order.
What you need
You need the order number, its associated invoice, the transfer details, and access to the correct project. The owner or an administrator of the selected account can apply the decision. The Viewer role allows you to view the data, but not accept or reject payments.
Before choosing an action, establish whether you can still fulfil the order on the agreed terms. For example, a consultation may still be available after the deadline, but the client may already have created another invoice. Find out which order is being paid and whether the same transfer has already been counted. A matching amount does not replace this check.
Step 1. Open the invoice that requires a decision
Open “Payments”, select the correct project, and open its “Payments” section. Find the invoice on the “Invoices” tab and open its “View details” menu. Check the order number and description, the requested amount, and the current state.
A late payment uses the late state, displayed as “late” in the English interface. This differs from expired, displayed as “expired”: the deadline passing does not by itself confirm that a payment has been found. Do not assign a status merely because network confirmation appeared after the timer ran out. Use the state of the specific invoice.
If the invoice is already paid, do not try to accept it again. If the state changes during your checks, refresh the data first. Opening the details does not reserve the right to apply a decision to the previous state.
Step 2. Select the correct attempt
Expand “Payment attempts”, then click “Transfers” for the appropriate attempt. Compare the network, asset, address, exact amount, deadline, and TXID with the client’s information. Changing the payment method may have given the invoice different payment details: the current address is not necessarily the one the client sent funds to.
If the history spans several pages, check the remaining attempts and transfers. Record exactly which attempt the payment belongs to. Do not move it to a new invoice just because the old one has expired, and do not add together amounts from different orders.
Check that the funds actually arrived in your wallet and have the necessary confirmations. If the network, token, or recipient does not match, investigate the discrepancy first. The accept button does not fix a transfer to another network or convert an unsuitable asset into the required one.
Step 3. Choose an action
Agree with the client on how to proceed with the order. Return to the invoice row and open its menu. Two actions are available for a payment that requires a decision:
- “Accept this payment” — count the transfer as payment. After a successful decision, the invoice becomes
paid. The requested amount is not rewritten, and missing funds do not appear automatically. - “Reject it” — do not accept the transfer as payment for this order. The invoice becomes
canceled, but the transfer details remain. This is not a reverse transaction or an automatic refund.
Finish your checks first: selecting the menu item sends the decision. Do not click an action just to check its name. If a refund is agreed separately, sending funds from your wallet remains a separate operation; rejecting the invoice does not perform it.
Step 4. Check the result and fulfilment
After the successful save message, refresh the list and reopen the invoice. Check the status, amount, and history of the correct attempt. If an error appears or another participant has changed the state, read the current data before taking further action instead of blindly repeating the old decision.
When a payment is accepted, record the result in your system and fulfil the order once. An integration can read the current state through the API. Checking paid again must not issue access or goods again. A reversal of the transfer will require reassessment; a saved decision does not make the blockchain irreversible.
If the action you need is missing
Check the account, project, role, and invoice state. Decision buttons are intended for late, underpaid, and overpaid; they are not a universal switch for any invoice. A Viewer should pass the collected information to the owner or an administrator. For a support request, the invoice number, attempt, TXID, and a description of the discrepancy are enough; API keys, passwords, and a recovery phrase are not needed.