Online payments & reconciliation
Connect payment status, refunds and settlement reporting to the order workflow.
Keep payment and order status connected.
An accepted order, an authorised payment and a settled payment are different events. Staff need a clear indication of when to fulfil and how to respond to a payment failure or refund request.
Payment gateway selection and the merchant-of-record arrangement are agreed before launch. Vehoo’s fees, gateway charges, refund responsibilities and settlement reporting must be documented rather than inferred from a checkout screen.
A clear operational workflow.
Agree the rules, give each step an owner, and make exceptions visible.
Agree the arrangement
Confirm the seller, gateway account and responsibilities for refunds and chargebacks.
02Connect transaction status
Use the gateway response to determine the next permitted order action.
03Reconcile and review
Match orders, refunds and settlements, with exceptions reviewed by the responsible team.
What we establish together.
- Merchant account eligibility and payment provider approval.
- Supported payment methods and hosted or tokenised payment flows.
- Refund authority, chargeback handling and settlement reporting.
- Processing fees and any currency or transaction restrictions.
If one item in a paid order cannot be supplied, staff need an authorised partial-refund process. The order record should retain the item decision and the gateway refund reference so finance can reconcile the adjustment.
This example explains the workflow; it is not a customer case study or a performance claim.
Your questions, answered.
Does Vehoo act as the payment provider?
The website describes payment integration. The gateway provider and contracting arrangement are confirmed in the merchant agreement.
Are payment-processing fees the same as setup costs?
No. Vehoo provides gateway integration with no upfront setup charge. Provider transaction charges and the agreed sales-linked fee are explained before launch.
Can an order be partially refunded?
This depends on gateway support and the agreed permission workflow. The transaction reference should remain linked to the order.
Who handles chargebacks?
The merchant-of-record and liability arrangement determines responsibility. It must be documented before taking payments.
Will my staff see full card details?
Payment design should use the chosen provider’s hosted or tokenised flow so sensitive card details are not exposed unnecessarily to store staff.
Order management
Give each online order a clear status, a responsible person and a defined next step.
02Retail analytics & reporting
Understand sales alongside fulfilment, stock exceptions and delivery economics.
03Retail software integrations
Connect existing POS, stock, payment and fulfilment systems where practical.
A checkout connected to the work that follows.
Vehoo sets up online payment gateway integration as part of your e-commerce portal, with no upfront setup charge. Customers pay through the chosen provider, and the result is linked to the order so staff know whether it is ready to prepare or still needs attention.
Gateway integration and transaction processing are different parts of the arrangement. Before trading begins, we explain provider charges, settlement, refund handling and the sales-linked Vehoo fee. The team should be able to reconcile a sale without treating an order total as money already settled.
Your systems can be part of the plan.
Explore platform-specific connection routes, supported data and the checks we make before launch. If your system is not listed, we can assess its API, connector or export options.
See what Vehoo could look like for your store.
Tell us about your business. We’ll start with the way you work.