Dashboard and Monitoring
WhatsApp Subscription activity is tracked across two separate dashboards — one for registration monitoring and one for billing and payment monitoring. Understanding which dashboard to use for each purpose is key to managing your subscriptions effectively.
Overview
Customer registrations
Accept Order Transaction List
PayChat > Accept Order
Registration details (name, plan, timestamp)
Accept Order Transaction List
PayChat > Accept Order
Recurring bill status (sent, unpaid, paid)
FlexiBill Bill Collection
FlexiBill > Bill Collection
Payment confirmation per cycle
FlexiBill Bill Collection
FlexiBill > Bill Collection
Invoice history per customer
FlexiBill Bill Collection
FlexiBill > Bill Collection
Part 1 — Registration Monitoring (Accept Order)
The Accept Order transaction list is your source of truth for subscription registrations. Every time a customer completes the WhatsApp chat flow and submits their registration, a new entry appears here.
How to Access
Log in to your DOKU Dashboard.
Navigate to PayChat > Accept Order from the left sidebar.
Find your Subscription event in the event list.
Click the event name or use the action menu (⋮) to view the Transaction List.
What You Can See
Customer Name
The customer's name as captured from their WhatsApp profile.
Phone Number
The WhatsApp number used during registration.
Email address collected from the WhatsApp profile.
Plan Selected
The subscription tier the customer chose (e.g., Basic, Premium, VIP).
Registration Date
The date and time the customer completed the WhatsApp registration flow.
Status
Current registration status: Pending, Confirmed, or Processed.
Registration Statuses
Pending
The customer has submitted the registration form but payment has not yet been confirmed.
Subscribed
The first payment has been received and the subscription is active. FlexiBill recurring billing has been triggered.
Once a registration reaches Confirmed status, the FlexiBill Generate Bill API is automatically triggered. From this point, all recurring billing activity moves to the FlexiBill Bill Collection dashboard.
Filtering and Searching
Use the search and filter bar at the top of the transaction list to narrow down by:
Event Name — filter registrations by a specific Subscription event.
Date Range — view registrations within a specific period.
Status — filter by Pending, Confirmed, or Processed.
Part 2 — Billing & Payment Monitoring (FlexiBill Bill Collection)
The FlexiBill Bill Collection dashboard is where you track all recurring billing activity — bills generated, delivery status, payment confirmations, and invoice history per customer.
How to Access
Log in to your DOKU Dashboard.
Navigate to FlexiBill > Bill Collection from the left sidebar.
Use the search or filter options to find bills related to your subscription event.
What You Can See
Bill Identifier
The unique ID for each bill generated per cycle (e.g., INV-00001111122112-hwb52).
Customer Name
The subscriber's name.
Bill Title
The bill title as configured in the Generate Bill request (e.g., "Tagihan Gym").
Amount
The amount billed for this cycle.
Bill Type
RECURRING for subscription bills.
Invoice State
Current delivery state of the bill.
Payment Status
Whether the bill has been paid.
Due Date
The payment deadline for this billing cycle, including any grace period.
Billing Cycle
The cycle number and interval (e.g., cycle 1 of monthly).
Invoice Statuses
INVOICE_SENT
The bill has been generated and sent to the customer via WhatsApp and/or email.
INVOICE_VIEWED
The customer has opened the invoice link.
PAYMENT_PENDING
The customer has initiated payment but it has not yet been confirmed.
PAID
Payment for this billing cycle has been successfully received.
OVERDUE
The due date has passed and the customer has not paid.
GRACE_PERIOD
The bill is within the configured grace period after the due date.
Payment Statuses
UNPAID
No payment received for this cycle yet.
PAID
Payment confirmed for this cycle.
FAILED
Payment was attempted but not completed successfully.
Monitoring Workflow
Here is the recommended monitoring routine for WhatsApp Subscription:
Daily Check — New Registrations
Open PayChat > Accept Order > your Subscription event.
Check the transaction list for new Pending entries.
If Auto Confirmation is not enabled, manually confirm pending registrations to activate their subscription.
Billing Cycle Check — Payment Status
Open FlexiBill > Bill Collection.
Filter by the current billing period.
Check for bills in OVERDUE or GRACE_PERIOD state.
For overdue bills, consider sending a follow-up via Bill Broadcast if needed.
Monthly Reconciliation
Export the transaction list from Accept Order for a full registration log.
Export the bill list from FlexiBill Bill Collection for a full payment log.
Cross-reference by customer phone number or beneficiary ID to reconcile registrations against paid billing cycles.
Understanding the Billing Cycle
When a customer registers and completes their first payment, FlexiBill creates a recurring billing schedule. Each bill in the cycle has its own invoice number, delivery state, and payment status — all visible in FlexiBill Bill Collection.
FAQ
Why can't I see payment status in the Accept Order transaction list?
The Accept Order transaction list tracks registration activity only — who signed up, when, and which plan they chose. Recurring payment status is managed by FlexiBill and is visible in FlexiBill > Bill Collection.
How do I know when a customer's recurring bill has been sent?
In FlexiBill > Bill Collection, bills with the state INVOICE_SENT have been successfully delivered to the customer via WhatsApp and/or email.
What if a customer misses a payment?
The bill will move to GRACE_PERIOD state if a grace period is configured, then to OVERDUE if unpaid. You can monitor this in FlexiBill Bill Collection and follow up using Bill Broadcast if needed.
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