These are the known limitations of the iPaaS.com PayTrace integration. They follow from the integration's design and from what PayTrace's invoicing API offers, and they apply to all subscribers.

A PayTrace invoice has no line items, tax, PO number, due date or currency, and does not name the customer. The integration sends the invoice number, the amount still owed and the email recipients.

What this means for you: your invoicing system's own invoice stays the detailed document. The amount is sent as a plain number, so send PayTrace only invoices in the same currency as your PayTrace merchant account. You may map a short description or a PO number to Message, which appears in PayTrace's email. If the customer already has a PayTrace Customer Vault profile, you may map its id to PayTraceCustomerId. Do not map a due date to ExpireAt if it can pass while the invoice is still open: the date is checked on every update, and once it has passed each update fails with PAYTRACE-VALD-1008.

PayTrace invoices cannot be edited. When the amount, the email recipients or the partial-payment setting changes, the integration deletes the PayTrace invoice and creates a new one: the old pay link stops working and PayTrace emails the customer a new invoice. This includes a payment recorded in your source system, such as a deposit or cheque, because it changes what is still owed. A change to Message, FromName, ReplyEmail, ExpireAt, PayTraceCustomerId or SendEmail alone is not sent to an invoice PayTrace already holds, and values only the old invoice held are lost when it is replaced.

What this means for you: expect a new email whenever the amount owed changes. An update that changes none of the amount, recipients or partial-payment setting sends nothing. If your customers should not receive a second email for a deposit, record deposits before the invoice is set to Awaiting Payment.

Once money has moved, the integration never replaces, cancels or deletes that PayTrace invoice. When a paid invoice is cancelled in iPaaS.com, the transaction stays Cancelled and PayTrace Amount Paid shows what PayTrace collected.

What this means for you: refund the payment in PayTrace if it is not owed. The refund comes back to iPaaS.com as its own payment line.

When a customer pays by cheque or bank transfer and your invoicing system marks the invoice Complete, the default filter does not send it, so the PayTrace invoice stays open and its emailed link still accepts a card payment.

What this means for you: when an invoice is paid another way, cancel it before marking it paid (its PayTrace invoice is then deleted), or delete the PayTrace invoice in PayTrace. A card payment made on the old link still comes back as a payment line, so a double payment is visible and can be refunded in PayTrace.

The integration matches a PayTrace invoice to its iPaaS.com transaction by invoice number, among the invoices it created itself. There is no Collision Handling Method to choose. PayTrace accepts two invoices with the same number, and an invoice made in PayTrace itself is never reused, replaced or deleted: when one has the same number, nothing is sent and the transfer fails with PAYTRACE-VALD-1012. The integration recognises its own invoices by the payment-notification address it puts on each one, made from the subscription's webhook API key.

What this means for you: use unique invoice numbers of at most 50 characters in your own system (PAYTRACE-VALD-1005 otherwise), without &, + or / (PAYTRACE-VALD-1013 otherwise): PayTrace cannot take a payment on a number with &, and iPaaS.com cannot look up a number with + or /. If PAYTRACE-VALD-1012 appears, give the transaction a different number, or delete the PayTrace invoice in PayTrace, then update the transaction.

There is no initial load. The integration sends an invoice when it is created or changed in iPaaS.com.

What this means for you: invoices already awaiting payment when you subscribe are sent the next time they change, or now with a Manual Sync of the Transaction ID on Add/Update PayTrace Invoice FROM iPaaS.com.

The reconciliation poll is the supported way to bring PayTrace's changes back automatically. Each invoice also carries PayTrace's payment notification, so a payment usually lands within moments, with no setup; PayTrace notifies payments only. Voids, refunds and expiries made in PayTrace come back with the reconciliation poll. When PayTrace reports an invoice as paid but its card transaction is not yet listed, nothing is written until the next poll reads the payment.

What this means for you: schedule the invoice/poll event (every 15 minutes is recommended), and never turn the poll off. You do not need to turn on any option on Inbound Data Flows. For one invoice right away, run a Manual Sync of its invoice number on Update PayTrace Invoice TO iPaaS.com.

The poll checks the iPaaS.com transactions changed within Reconciliation Days (default 60, up to 365). A search for a PayTrace invoice by its number goes back only to when the transaction was created, and never further than Reconciliation Days. Each poll reads every transaction in the company changed within that window; when there are more than 100,000, the poll reconciles nothing and reports PAYTRACE-BIZL-1001 until the setting is lowered.

What this means for you: keep Reconciliation Days longer than your invoices stay open, and raise it if customers pay late. A Manual Sync of the invoice number still reads any invoice whose transaction holds its PayTrace Invoice ID. A transaction older than the window that has lost its PayTrace Invoice ID can create and email a second PayTrace invoice when re-sent. In a very busy company, lower Reconciliation Days after PAYTRACE-BIZL-1001 and Manual Sync older invoices by number.

The integration reads PayTrace's card transactions. An invoice paid by ACH, or by any method other than a card, is not marked paid and is not re-issued; each reconciliation run reports PAYTRACE-VALD-1009 until the payment is recorded on the transaction or the transaction is cancelled.

What this means for you: Ask PayTrace support to turn off ACH (bank account) payment for invoice checkout. If an invoice is paid by ACH anyway, record the payment in your source system or on the iPaaS.com transaction. If your business needs ACH, submit a feature request through your iPaaS.com partner channel.

The integration reconciles the invoices it sent. Card sales made in PayTrace's Virtual Terminal, and PayTrace invoices made outside iPaaS.com, never reach iPaaS.com.

What this means for you: send every invoice you want collected through iPaaS.com.

Each PayTrace card transaction becomes its own payment line. A refund is a separate line with a negative amount and status Refunded; the payment it refunds stays Completed. Declined, voided and authorized (not captured) attempts moved no money, so their amount is 0.00 and the amount attempted is in their description. PayTrace's refund record does not name the payment it refunds, so the integration links it to the latest earlier approved payment on the same card. PayTrace Paid At is in PayTrace's own time, not UTC.

What this means for you: adding up the payment lines gives the money actually moved, and PayTrace Amount Paid on the transaction already holds that net amount. Do not start the description of your own source system's payment lines with the word "PayTrace": the integration treats those lines as its own, so they would not be subtracted and the customer would be asked for too much. When an invoice had several payments on the same card, check the refund in PayTrace.

PayTrace closes an invoice after any payment on it, so its pay link cannot collect what is left; the same is true of an invoice that expired or was cancelled in PayTrace. One setting per situation chooses Re-issue Payment (a new PayTrace invoice for the balance, emailed to the customer) or Handle Manually (nothing is sent at that moment). After Partial Payment defaults to Re-issue Payment; After Partial Refund, After Full Refund, After Voided Payment, After Cancelled Invoice and After Expired Invoice default to Handle Manually.

What this means for you:

An update TO iPaaS.com replaces the whole transaction record. The template's keep formulas write back the transaction's own customer, email address, subtotal, tax, shipping, discount, total and quantity, and its number and type. Testing confirmed that the totals, email address, status, lines, addresses, notes, taxes and payments are unchanged after an update. The parent link, tracking and your own Transaction custom fields have no keep formula and were not covered by testing.

What this means for you: do not remove the keep formulas on Update PayTrace Invoice TO iPaaS.com, and never replace the Total formula with a plain mapping of Amount. If you rely on the parent link, tracking or your own Transaction custom fields, validate them in a staging environment before going live.

PayTrace invoices have no custom fields, so the integration writes none. The PayTrace values that come back are stored in iPaaS.com custom fields such as PayTrace Pay Link and PayTrace Invoice ID.

What this means for you: keep any extra invoice detail in your invoicing system, or in Message.

If your workflow needs one of these, submit a feature request through your iPaaS.com partner channel.

These template values must be replaced during implementation. Each mapping's note carries the same callout.

This page covers 16 limitations and 3 placeholder values. For field-level detail, see the mapping collection descriptions and the PayTrace mapping documentation.