Processing Release Payments
Charge cards on file, monitor the payment job, retry failures, and issue refunds.
Once a release is PENDING and you've finalized modifications, it's time to charge cards. OnCloudWine processes release payments in batches via a background job, with full visibility into success, failure, and retry.
How payment processing works
You click Process Payments
From the release detail page, the Process Payments button kicks off a
PROCESS_RELEASE_PAYMENTSbackground job.The job iterates through PENDING payments
For each, it charges the contact's saved payment method (Square or Stripe). Each charge transitions the payment record through PROCESSING → COMPLETED or → FAILED.
You monitor progress in the Payments tab
The Payments tab on the release shows a live count of PENDING / PROCESSING / COMPLETED / FAILED. The most recent 20 jobs appear in a sidebar.
Failed payments stay in FAILED
A failure could be a declined card, a 3DS challenge, or an expired card. Failures are individually retryable.
Payment statuses
| Status | Meaning |
|---|---|
| PENDING | Generated when the release went PENDING. Not yet attempted. |
| PROCESSING | Currently in flight with the payment processor. |
| COMPLETED | Successfully charged. Funds will settle per processor schedule. |
| FAILED | Charge declined. Reason is captured on the payment record. |
The Payments tab
Spring 2026 Reds — Payments
128 active contacts · $24,576 total · 4 failed
| Contact | Amount | Method | Status |
|---|---|---|---|
| Alex Chen | $192.00 | Stripe •• 4242 | COMPLETED |
| Casey Lee | $168.00 | Square •• 1234 | FAILED |
| Jordan Patel | $144.00 | Stripe •• 0005 | COMPLETED |
| Sam Rivera | $192.00 | Stripe •• 9876 | PROCESSING |
Retrying failed payments
From the Payments tab, click Retry failed to re-run the payment job against every FAILED record. Useful after a payment-processor outage or after members have updated cards from the portal.
Common failure reasons
| Reason | What to do |
|---|---|
| card_declined | Issuer declined. Ask member to use a different card via the portal. |
| expired_card | Card has expired. Member needs to update from the portal. |
| insufficient_funds | Retry in a few days, or contact the member. |
| authentication_required | 3D Secure challenge. The processor sends the member a confirmation; ask them to complete it and retry. |
| processor_error | Transient. Retry the entire batch. |
Refunds
Refunds happen at the payment level, not the release level. Open any COMPLETED payment to issue a full or partial refund.
Open the payment record
From the Payments tab, click into the row.
Click Refund
Choose full or partial. For partial, enter the dollar amount.
Add an internal note
The reason appears in the payment timeline and the contact's history. Not shown to the member.
Confirm
The refund is submitted to the processor. The payment status remains COMPLETED but the timeline shows the refund event and outstanding net.
Refunds typically settle in 5–10 business days. The processor's webhook updates the payment record when the refund completes.
Payment retries from the contact side
When a payment fails, the member is notified by email and prompted to update their payment method via the portal. After they update:
The portal saves the new card
Stored on Stripe or Square, never on OnCloudWine.
The member clicks Retry payment in their portal
Or you can retry from the dashboard once you see the new card on file.
The retry succeeds
The payment record transitions to COMPLETED and the contact's fulfillment can proceed.