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Admin payments

The admin Payments page is the back-office view of LifeWell's transactional system — user payments for credits / premium, refunds, consultation-credit usage, and payouts to verified professionals. The page shows transactions; the actual money movement happens via the external payment processor (aoneahsan.com/payment) plus the eventual in-app-purchase flows.

This page is admin-only and audit-logged. Financial actions require dual-admin sign-off for amounts above set thresholds.

What admins can do​

ActionUse
Review paymentSee user, amount, type, status
Process refundRefund a charged payment (within policy window)
Adjust credit balanceGrant or deduct credits (with reason)
Track professional payoutsPending / paid amounts per pro
ReconcileMatch external-processor records with LifeWell credit ledger

Payment record fields​

Each payment row shows:

  • User UID + display name.
  • Amount + currency.
  • Type — credit purchase / premium subscription / consultation payment.
  • Status — pending / completed / refunded / disputed.
  • External processor reference (e.g. transaction ID at aoneahsan.com/payment).
  • Created date + completed date.
  • Notes (admin-added).

Admins don't see the user's card number or bank details — those stay with the processor.

Refund flow​

To process a refund:

  1. Open the payment.
  2. Refund → required: reason, full or partial amount.
  3. If amount > threshold (typically $50), dual-admin approval prompt.
  4. The system:
    • Marks the payment refunded in LifeWell's ledger.
    • Returns credits / premium to the user where appropriate.
    • Triggers the actual refund via the external processor (manual step for now; automated in the future).
  5. The user sees a "refund processed" email + in-app banner.
  6. The audit log records the refund.

Refund policy enforcement​

The page surfaces the relevant policy when refunding:

  • Premium: refundable pro-rata within first 14 days.
  • Credits: refundable within 30 days if unused; partial refund if some used.
  • Consultations: per the consultation cancellation policy (typically 24 hours).

Admins can override policy with dual-admin approval (e.g. exceptional circumstances).

Professional payouts​

For verified professionals offering consultations:

  • Each consultation completed = credits earned (minus platform fee).
  • Earnings accrue in the pro's payout balance.
  • Monthly (or threshold-based) payout — admin reviews and initiates.
  • Payout goes to the pro's external account (bank / PayPal / etc.).

The page shows each pro's:

  • Total earned (lifetime).
  • Pending payout balance.
  • Last payout date.
  • Per-consultation earnings breakdown.

Reconciliation​

Once a month, admins reconcile LifeWell's credit ledger against the external processor's transaction list:

  1. Export LifeWell's transactions for the month.
  2. Export from the external processor.
  3. Diff — should match.
  4. Resolve discrepancies (rare but happen with refund timing, partial captures, chargebacks).

The page has a built-in reconciliation tool that highlights mismatches.

Disputed payments​

Chargebacks from the processor land here:

  • Status flips to "disputed".
  • Admin reviews the original transaction + user history.
  • Decides: contest the chargeback (with evidence) or accept the loss.
  • If accepted: the user's credits / premium revert (rare; usually means the user already used them and the chargeback is fraud).

Audit log​

Every financial action — refunds, credit adjustments, payouts — logs to the audit collection. This is the strictest audit surface; superadmin review of the log is monthly.

What admins CANNOT do​

  • Read user payment method details (the external processor holds these).
  • Initiate payments on behalf of users (no admin-side "charge user").
  • Skip dual-admin for above-threshold transactions.
  • Modify audit log entries.

Last updated: 2026-05-11 Author: Ahsan Mahmood