Complete architecture and automation guide for Electronic Funds Transfers (EFT) and direct bank deposits.

Offline Payments & Direct Bank Transfers (EFT)

In many enterprise and emerging markets, credit cards are not the preferred payment instrument for B2B contracts and subscriptions. Businesses require Electronic Funds Transfers (EFT), wire transfers, and direct bank deposits with official tax invoices and formal purchase orders.

SubsManager provides first-class support for offline-first payments, automating banking detail distribution, unique reference number issuance, hosted printable invoices, and subscription activation.

1. The Offline EFT Lifecycle

The following sequence illustrates the automated flow from subscription initiation to funds verification and activation:

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2. Tenant Banking Details Configuration

When creating or updating your application inside the SubsManager Dashboard or via API, configure your business banking details:

{
  "bankingDetails": {
    "bankName": "Standard Bank",
    "accountName": "Vertueal Technologies (Pty) Ltd",
    "accountNumber": "1019283746",
    "branchCode": "051001",
    "accountType": "cheque",
    "swiftCode": "SBZAJJ"
  }
}

Immutable Banking Snapshot

Every generated invoice captures an immutable snapshot of these banking details at the exact moment of invoice creation. If your corporate bank account changes later, historical invoices retain the accurate details that were valid at issuance.

3. Reference Number Correlation

To prevent reconciliation errors, SubsManager automatically pairs two unique identifiers:

Subscription Reference Number (SUB-XXXXXX): A high-entropy human-readable identifier assigned to the subscription contract.
Invoice Number (INV-YYYY-XXXX): An incremental accounting number assigned to each billing period.

When subscribers make bank transfers, instruct them to include either the referenceNumber or invoiceNumber as their bank statement reference.

4. Reconciling & Confirming Payments

When your accounting team, ERP, or automated bank statement feed detects cleared funds:

Option A: Mark the Invoice Paid (Recommended)

This marks the specific billing invoice as paid, records the exact paidAt timestamp, advances the subscription term, and dispatches the official receipt email:

POST /api/v1/invoices/67db0104.../mark-paid
Authorization: Bearer ap_live_your_api_key

Response (200 OK):

{
  "success": true,
  "message": "Invoice marked as paid and subscription activated successfully",
  "data": {
    "invoice": {
      "_id": "67db0104...",
      "invoiceNumber": "INV-2026-0042",
      "status": "paid",
      "paidAt": "2026-10-02T14:32:00.000Z"
    }
  }
}

Option B: Direct Subscription Activation

If activating directly without reference to an invoice:

POST /api/v1/subscriptions/67da9120.../activate
Authorization: Bearer ap_live_your_api_key

5. Automated Subscriber Notifications

During the offline payment workflow, SubsManager sends 2 critical emails to your customer:

Invoice & Banking Notice: Sent immediately upon subscription creation or cycle renewal. Contains the full bank account details, reference number, due date, amount, and hosted invoice URL.
Payment Receipt / Subscription Renewed: Sent immediately upon reconciliation (mark-paid). Serves as an official tax invoice receipt and confirms that the subscription is active.

Offline Payments & Bank Transfers