Processing Payments
WareSquared supports multiple payment gateways for processing customer payments, with a full authorize-capture-refund workflow.
Supported Gateways
| Gateway | Best For |
|---|---|
| Authorize.net | Established businesses, B2B |
| Stripe | E-commerce, online payments |
| Square | In-person and online |
| PayPal | International customers |
Setting Up a Gateway
See How Do I Connect a Payment Gateway? for setup instructions.
Payment Workflow
WareSquared uses a two-step payment process for maximum flexibility:
| Step | What Happens | When to Use |
|---|---|---|
| Authorize | Places a hold on the customer's card for the order amount | When the order is confirmed |
| Capture | Collects the authorized funds | When the order ships or is fulfilled |
| Void | Releases the hold without charging | When an authorized order is cancelled before shipment |
| Refund | Returns captured funds to the customer | After shipment, for returns or disputes |
Payment Statuses on Orders
| Status | Meaning |
|---|---|
| Unpaid | No payment action taken yet |
| Authorized | Funds held on customer's card |
| Captured | Funds collected from customer |
| Partially Refunded | Some of the captured amount returned |
| Refunded | Full amount returned to customer |
| Voided | Authorization released without charging |
| Failed | Payment attempt was declined |
Stored Payment Methods
For repeat customers, you can securely store payment methods (card-on-file) for faster checkout:
- Navigate to a customer's profile
- Click Add Payment Method
- Enter the card details through your gateway's secure form (WareSquared never receives raw card numbers)
- The tokenized card is saved for future use
Features:
- The first card added is automatically set as default
- Cards show masked numbers (e.g., Visa ending in 4242)
- Expired cards are automatically flagged and cannot be charged
- All payment activity is logged in an audit trail
Payment Audit Trail
Every payment action (authorization, capture, void, refund, and failures) is logged with:
- Timestamp and acting user
- Amount and transaction ID
- Gateway and card details
- IP address (when available)
View the audit trail from the order detail page or the customer's payment methods section.
Important: Payment credentials are encrypted at rest. WareSquared never stores raw credit card numbers — only tokenized references through your payment gateway. All payment method operations use gateway-issued nonces, never raw card data.
See also: How Do I Connect a Payment Gateway?, Trade Show Orders