Understanding your payment status is essential for financial planning and ensuring you receive your earnings on time. Service Club provides a transparent and structured payment tracking system through the Vendors Portal, where all invoices and payment statements are submitted and monitored.

This guide will help vendors:
✅ Track payments in the Vendor Dashboard
✅ Understand different payment statuses (Pending, Processing, Completed)
✅ Know who to contact for payment issues

By mastering these steps, vendors can efficiently monitor their earnings, avoid payment-related confusion, and take the necessary actions if delays occur.

1. Tracking Your Payment in the Vendor Dashboard

Service Club has a dedicated Vendors Portal where vendors can:
✔ Submit invoices and statements for completed jobs
✔ Monitor payment progress in real-time
✔ View past payment records for financial tracking

1.1 How to Access the Payment Dashboard

Follow these steps to check your payments:
1️⃣ Log into the Vendors Portal using your credentials.
2️⃣ Navigate to the Payments or Earnings section.
3️⃣ Select the relevant time period or job reference to view specific payments.
4️⃣ Review your invoice status, payment history, and expected payment dates.

📌 Tip: Ensure that all invoices are correctly submitted and approved to prevent unnecessary delays.

1.2 What Information Is Available in the Dashboard?

When you access your payment dashboard, you will find:
💰 Invoice Submission Date – When the invoice was uploaded to the portal
💰 Payment Status – Whether the payment is pending, processing, or completed
💰 Expected Payout Date – The estimated date for fund transfer
💰 Payment Reference Number – Useful for tracking bank transactions

✔ Always double-check invoice submission dates and payment cycles to align your expectations with Service Club’s processing timeline.

2. Understanding Payment Status Updates

Once an invoice is submitted, it moves through different processing stages. Here’s what each status means:

2.1 Pending

⏳ What It Means:

• The invoice has been submitted but is not yet processed.

• The job may still require client approval before payment is issued.

• There may be a cutoff date affecting when this invoice will be processed.

✅ What to Do:
✔ Ensure all job reports are correctly filled out.
✔ Follow up on client approvals if necessary.
✔ Check the next scheduled payment cycle in the portal.

2.2 Processing

🔄 What It Means:

• The payment request has been reviewed and is in the queue for transfer.

• It is being processed through the Service Club finance system.

• Bank processing times may cause slight variations in the deposit date.

✅ What to Do:
✔ No immediate action is required—just monitor the status.
✔ If it remains in "Processing" for an unusually long time, reach out to support.

2.3 Completed

✅ What It Means:

• The payment has been successfully sent.

• The funds should be in your registered payment account.

• If you do not see the payment in your bank, it may be due to bank processing times.

✅ What to Do:
✔ Verify that the payment has been deposited into your account.
✔ If the funds do not arrive within the expected timeframe, check for bank holidays or reach out to your bank.
✔ Use the Payment Reference Number to track the transaction with your bank.

3. Common Payment Issues and How to Resolve Them

Although Service Club follows a structured payment process, vendors may occasionally experience delays. Below are common issues and how to handle them effectively.

3.1 Payment Status Is "Pending" for Too Long

🔻 Possible Reasons:

• Job report still requires client approval.

• The invoice was submitted after the cutoff date and will be processed in the next cycle.

• There was an issue with your job documentation or invoice details.

✔ Solution:

• Check with the client to confirm job approval.

• Verify that the invoice was submitted correctly.

• Contact Service Club support for clarification.

3.2 Payment Status Is "Completed" but Funds Are Not Received

🔻 Possible Reasons:

• Bank processing times may cause delays.

• Incorrect banking details were provided.

• A bank holiday may have delayed the transfer.

✔ Solution:

• Allow 24-48 hours for bank processing.

• Confirm your bank details in the Vendors Portal.

• Contact your bank with the Payment Reference Number to track the deposit.

3.3 Incorrect Payment Amount

🔻 Possible Reasons:

• A job bonus or extra charge was not applied correctly.

• A deduction was made due to penalties, no-shows, or late cancellations.

• A system error caused an incorrect payout calculation.

✔ Solution:

• Compare the amount received with the invoice breakdown in the Vendors Portal.

• If the discrepancy is unclear, contact Service Club support with detailed payment records.

4. Who to Contact for Payment Issues

If you encounter a payment issue, follow this structured approach:

4.1 Step 1: Check Your Vendor Dashboard

Before reaching out, confirm:
✔ Your payment status (Pending, Processing, or Completed)
✔ Your invoice submission date and approval status
✔ Any applicable payment cutoff dates

4.2 Step 2: Contact Service Club Support

📩 How to Contact:

• Use the Help Center in the Vendors Portal for assistance.

• Submit a ticket through the Support Page with details of the issue.

• Include your invoice number, payment reference, and transaction details for faster resolution.

4.3 Step 3: Follow Up If Needed

✔ If a support request takes longer than expected, follow up via the portal.
✔ If necessary, check with your bank regarding incoming transactions.

5. Best Practices for Hassle-Free Payment Tracking

✅ Always submit invoices on time to meet cutoff dates.
✅ Regularly check your Vendor Dashboard to track payment status.
✅ Follow up with clients for job approval to avoid processing delays.
✅ Keep accurate records of your earnings and invoices for reference.
✅ Be proactive about resolving payment discrepancies by contacting support early.

📌 Final Tip: Service Club ensures a structured and transparent payment system. By using the Vendor Portal efficiently and understanding how payments are processed, vendors can stay in control of their finances and avoid unnecessary delays.

For further details, visit the Service Club Help Center or reach out to vendor support through the portal. 🚀