PayWay Integration: Match Gateway Payments
Connect PayWay to DualEntry so settled payment-gateway activity flows into your Accounts Receivable and cash records automatically. The connection is delivered by APIWorx, a managed integration platform that sits between PayWay and DualEntry. The connector captures transactions, fees, refunds, and settlements from PayWay, matches each payment to the open invoice it pays, and posts the resulting cash and fee entries, so gateway payouts reconcile to the ledger automatically rather than by manual lookup.
The flow is inbound only: PayWay activity moves into DualEntry, and DualEntry does not write back to PayWay. Transactions sync near real time on PayWay webhook events where available, and on a configurable polling interval (for example, every 15 minutes, hourly, or a daily batch) otherwise.
Prerequisites
Confirm the following before APIWorx provisions the connector. Each item maps to a configuration step that cannot be completed without it, so a gap here stops setup partway through rather than at first sync.
- Admin access to your PayWay merchant account, used to authorize the API credentials the connector reads from.
- Admin access to your DualEntry company, used to authorize the connection and confirm account mappings.
- Open invoices in DualEntry Accounts Receivable that carry the same order or invoice reference passed through PayWay, so payments can match to the right invoice.
- A bank or clearing account and a fee or expense account set up in your chart of accounts, so net cash and processing fees each have a target account.
- An APIWorx engagement for the DualEntry + PayWay connector. APIWorx hosts and operates the connector; the setup steps below are completed with your APIWorx implementation contact.
How the connector works
The connector moves payment activity from PayWay into DualEntry in a single direction through APIWorx. A payment, refund, or settlement event in PayWay triggers the sync; APIWorx reads the transaction, separates the gross amount from the processing fee, matches the payment to an open DualEntry invoice, and posts the cash application and fee entry. Webhooks drive near real time syncs where PayWay exposes them, and a configurable polling interval covers everything else.
APIWorx runs the connector as a managed service on its own infrastructure, with continuous monitoring and logging. You do not host or run anything yourself, and there is no PayWay connector tile inside the DualEntry application. Account mappings and the match-key selection are maintained through APIWorx rather than in DualEntry.
The connector performs six jobs on each synced transaction:
- Transaction capture. Retrieves authorized, captured, and settled transactions from PayWay, including transaction ID, amount, currency, timestamp, payment method, and the customer or order reference.
- Fee separation. Reads the gross amount, processing fee, and net settlement amount, then splits them so the fee posts to the configured fee account and net cash posts to the configured bank or clearing account.
- Payment-to-invoice matching. Matches each PayWay payment to an open DualEntry AR invoice using the order or invoice reference as the primary key, with amount-and-date matching as a fallback.
- Cash application. Applies the matched payment against the invoice, marking it paid or partially paid and recording the deposit to the clearing or bank account.
- Refund handling. Captures refunds and chargebacks from PayWay and posts the corresponding credit or reversal entry against the original transaction.
- Settlement reconciliation. Groups individual transactions into the PayWay settlement batch or payout so the deposit recorded in DualEntry matches the actual bank deposit amount.
How payments match to invoices
The connector matches each PayWay payment to an open DualEntry invoice so cash is applied to the right receivable rather than posted as an unallocated deposit. Matching runs on two keys in priority order, and you choose the behavior during configuration.
The primary key is the order or invoice reference passed through PayWay. When your checkout or billing flow sends the DualEntry invoice reference with the payment, the connector applies the payment to that exact invoice. This is the reliable path, so populate the reference field wherever you can.
The fallback is amount-and-date matching. When no usable reference is present, the connector looks for an open invoice whose amount and date align with the payment. A fallback match is less certain than a reference match, so confirm these against your AR ledger during the first few sync cycles.
The connector also separates each transaction into three amounts before posting: the gross amount applied against the invoice, the processing fee posted to the fee account, and the net settlement deposited to the bank or clearing account. Because the fee is posted separately, the invoice is settled at its gross amount and the fee appears as its own expense line rather than reducing the cash applied to the customer’s balance.
What syncs into DualEntry
The connector imports four kinds of PayWay activity: payments, processing fees, refunds, and settlement groupings. Each payment becomes a cash application against an AR invoice, paired with a fee entry, so the resulting records behave the same as a manually entered customer payment in DualEntry.
The table below summarizes what flows from PayWay into DualEntry on each sync:
| PayWay activity | DualEntry record | Notes |
|---|
| Settled payment | Customer payment applied to invoice | Gross amount applied; invoice marked paid or partially paid. |
| Processing fee | Fee / expense entry | Posted to the configured fee account, separate from the cash applied. |
| Net settlement | Bank / clearing deposit | Net cash recorded against the clearing or bank account. |
| Refund / chargeback | Credit / reversal entry | Posted against the original transaction. |
| Settlement batch / payout | Deposit grouping | Transactions grouped so the DualEntry deposit matches the bank deposit. |
Field mapping
The connector maps each PayWay transaction field to a DualEntry field during posting. The mapping below is representative; your APIWorx configuration sets the exact account targets and match key for your chart of accounts.
| PayWay field | DualEntry field |
|---|
| Transaction ID | Payment reference / external ID |
| Order / invoice reference | AR invoice match key |
| Gross amount | Payment amount |
| Processing fee | Fee / expense line |
| Net settlement amount | Bank / clearing deposit |
| Currency | Transaction currency |
| Transaction date | Payment / posting date |
| Customer reference | DualEntry customer record |
- Authorize the PayWay connection. Provide the PayWay API credentials for your merchant account so the connector can read transactions, fees, and settlements.
- Authorize the DualEntry company connection. Connect APIWorx to the DualEntry company that receives the postings.
- Map the target accounts. Choose the AR account, the bank or clearing account for net deposits, and the fee or expense account for processing fees.
- Select the match key. Choose whether the connector matches on the order or invoice reference (recommended) with amount-and-date as a fallback, and confirm currency handling.
- Set the sync mode. Use webhook-driven syncing where PayWay supports it, or set a polling interval (for example, every 15 minutes, hourly, or daily) where it does not.
After these steps, the connector applies new PayWay payments to DualEntry invoices automatically on the schedule or events you selected.
Monitor sync health and exceptions
The connector surfaces every exception through the APIWorx portal and does not fail silently, so the portal is where you confirm that payments are applying and find records that need attention. Each sync writes a log entry recording the source transaction ID, the action taken, and the result; APIWorx retains these logs for troubleshooting and audit.
The connector raises three kinds of exception:
| Exception | Cause | Resolution |
|---|
| No matching invoice | A PayWay payment could not be matched to an open DualEntry invoice. | The payment is held and flagged for review rather than posted. Confirm the invoice reference or apply the payment manually. |
| Amount mismatch | The PayWay amount does not match the DualEntry invoice. | The payment is not auto-applied. Review the flagged record and correct the invoice or apply manually. |
| Failed posting | A transaction could not be posted to DualEntry. | The failure is logged with the source transaction ID and retried automatically per the configured retry policy; persistent failures are flagged. |
Unmatched and mismatched payments are held, not posted, so they do not silently apply to the wrong invoice. Clear the held queue in the APIWorx portal as part of your AR review; a payment left unresolved means the customer’s invoice still shows as open in DualEntry.
Result
After setup, PayWay payments apply to the matching DualEntry invoices automatically, processing fees post to your fee account, net cash lands in the bank or clearing account, and refunds post as reversals against the original transaction. Settlement groupings align the recorded deposit with the actual bank deposit, so gateway payouts reconcile to the ledger without manual lookup.
To confirm the integration is healthy, check that recent PayWay payments appear against the expected invoices in DualEntry, that the clearing or bank deposit matches the PayWay settlement amount, and that the APIWorx exception list is empty or every held payment is a known exception awaiting review.
To connect more systems, return to Integrations. For another payment processor that posts charges, fees, and payouts into DualEntry, see Stripe. For how applied payments behave in AR, see Customer payments. For the connector’s own technical reference, see the APIWorx DualEntry + PayWay connector page.