Billing Activity Log - PayRequest Documentation

Overview

The Billing Activity Log provides a comprehensive audit trail of all actions and events in your PayRequest account. Every subscription change, invoice update, customer modification, and payment event is automatically recorded with timestamps, user attribution, and detailed context.

Use the Activity Log to answer questions like “When was this subscription canceled?”, “Who sent this invoice?”, or “What changed on this customer record?” - all with complete audit history.

Key Features

Complete Audit Trail: Every action automatically logged with timestamp and user
31+ Event Types: Subscriptions, invoices, customers, payments, and more
Advanced Filtering: Filter by entity type, action, date range, and search
User Attribution: See who performed each action (or “System” for automated events)
IP & Device Tracking: Security audit with IP address and user agent
JSON Details: Rich contextual data for each event
Real-Time Updates: Activity appears immediately after actions

Accessing the Activity Log

Navigate to Activity Log (or Logs) in your dashboard sidebar to view all billing activities.

The Activity Log shows only your own account’s activities. Multi-user accounts see activities from all team members.

Tracked Events

PayRequest automatically tracks 31+ distinct event types across your billing operations:

Subscription Events

Event	Description	Details Captured
`subscription_paused`	Subscription manually paused	Pause date, reason
`subscription_resumed`	Subscription reactivated	Resume date
`subscription_canceled`	Subscription canceled	Cancellation reason, effective date
`subscription_completed`	Trial or billing cycle completed	Completion type
`subscription_settings_updated`	Name, amount, interval, or quantity changed	Old values, new values, changed fields
`subscription_custom_fields_updated`	Custom field values modified	Field names, old/new values
`subscription_mandate_updated`	SEPA mandate associated or changed	Mandate ID
`subscription_fields_synced`	Subscription synced with product changes	Synced fields

Invoice Events

Event	Description	Details Captured
`invoice_created`	New invoice generated	Invoice number, amount, customer
`invoice_email_sent`	Invoice email sent automatically	Customer email, invoice number
`invoice_email_resent`	Invoice manually resent	Resend reason
`invoice_payment_email_sent`	Payment confirmation sent	Payment amount, method
`invoice_payment_email_resent`	Payment confirmation resent	Resend timestamp
`invoice_status_changed`	Invoice status transitioned	Old status, new status, reason
`invoice_reminder_sent`	Payment reminder sent	Reminder number, days overdue

Customer Events

Event	Description	Details Captured
`customer_archived`	Customer archived	Archive reason, note, warnings
`customer_reactivated`	Archived customer reactivated	Reactivation date

Payment & Mandate Events

Event	Description	Details Captured
`mandate_request_sent`	SEPA mandate request emailed	Customer email
`mandate_activation_sent`	Mandate activation email sent	Mandate type
`mandate_activated`	Mandate confirmed via payment	Mandate ID, activation method
`chargeback_received`	Payment chargeback processed	Amount, reason, payment ID

Bulk Operations

Event	Description	Details Captured
`bulk_action`	Bulk operation initiated	Action type, affected count
Individual actions	Each item in bulk operation	Item-specific details

Migration Events

Event	Description	Details Captured
`mollie_selective_migration_initiated`	Single Mollie subscription migrated	Migration status
`mollie_bulk_migration_prepared`	Bulk migration prepared	Eligible count
`mollie_subscription_canceled`	Legacy Mollie subscription canceled	Mollie subscription ID

Using the Activity Log

Viewing Activities

The main Activity Log displays:

Date & Time - When the action occurred (with relative time like “2 hours ago”)
Action - The event type with color-coded badge
User - Who performed the action (avatar + name, or “System”)
Entity Type - What type of record was affected
Entity - The specific record (ID and friendly name)
Details - Expandable section with full context

Color-coded action badges help you quickly identify event types:

Green: Create, reactivate, activate
Red: Cancel, delete, archive
Amber: Update, change, modify
Blue: Payment, email sent
Gray: Other system events

Filtering Activities

Use the filter controls to narrow down activities: By Entity Type

Subscription
Invoice
Customer
Mandate
Payment
And more…

By Action

Select specific actions like “subscription_canceled” or “invoice_paid”
Shows only available actions from your activity history

By Date Range

Today
Yesterday
This Week
Last Week
This Month
Last Month

By Search

Full-text search across entity ID, name, action, and details
Example: Search “INV-2025” to find all activity for that invoice

Sorting

Click column headers to sort by:

Date (default, newest first)
Action (alphabetical)
Entity Type (alphabetical)

Click again to reverse sort direction.

Activity Details

Each activity log entry contains rich contextual data in the Details section.

Invoice Status Change Example

{
  "old_status": "open",
  "new_status": "paid",
  "reason": "Customer paid via iDEAL",
  "customer_email": "[email protected]"
}

Subscription Update Example

{
  "old_amount": 12.50,
  "new_amount": 15.00,
  "changes": ["recurring_amount"],
  "updated_by": "Admin User"
}

Chargeback Example

{
  "amount": 49.00,
  "reason": "Customer disputed transaction",
  "payment_id": "tr_AbCdEfGh",
  "invoice_number": "INV-2025-00123"
}

Customer Archive Example

{
  "customer_email": "[email protected]",
  "archived_reason": "inactive",
  "archive_note": "No activity for 6 months",
  "archived_by": "Admin Name",
  "warnings": ["Active subscription exists"]
}

The main dashboard includes a Recent Activity widget showing your latest billing activities at a glance. Widget Features:

Shows last 10 activities
Color-coded action icons
Quick link to full Activity Log
Auto-updates with new activities

The dashboard activity widget is perfect for monitoring daily operations without navigating to the full Activity Log.

Security & Compliance

Audit Trail Benefits

The Activity Log serves as your compliance audit trail:

Who: User attribution for every action
What: Detailed action description with context
When: Precise timestamp with timezone
Where: IP address and device information
Why: Contextual details explaining changes

Data Captured

For security and compliance purposes, each log entry includes:

Field	Description
`user_id`	The user who performed the action
`ip_address`	Source IP address
`user_agent`	Browser/client information
`created_at`	Precise timestamp
`details`	Full context as JSON

Activity logs are permanent records and cannot be edited or deleted. This ensures audit trail integrity for compliance purposes.

Multi-User Accounts

For accounts with multiple team members:

Each user’s actions are attributed to their account
Admin users can view all team activity
Standard users see only their own activity
System-generated events show “System” as the user

Common Use Cases

Investigating Issues

“When was this subscription canceled?”

Go to Activity Log
Filter by Entity Type: Subscription
Filter by Action: subscription_canceled
Search for the subscription name or ID
View the details for cancellation reason and timestamp

Compliance Audits

“Show all invoice status changes this month”

Go to Activity Log
Filter by Entity Type: Invoice
Filter by Action: invoice_status_changed
Set Date Range: This Month
Export or screenshot for audit records

Team Monitoring

“What did my team do today?”

Go to Activity Log
Set Date Range: Today
Review all activities with user attribution
Click on specific entries for details

Payment Tracking

“Track all payment-related activities”

Go to Activity Log
Search for “payment” or “paid”
Or filter by actions containing “payment”
Review chronological payment history

Best Practices

Regular Review

Daily: Check dashboard widget for unusual activity
Weekly: Review Activity Log for trends
Monthly: Audit critical actions (cancellations, chargebacks)

Search Effectively

Use invoice numbers: “INV-2025-00123”
Use customer emails: “[email protected]”
Use subscription names: “Monthly Plan”
Combine with filters for precise results

Document Important Events

When investigating issues:

Note the activity timestamp
Record the user who performed the action
Save the details JSON for reference
Use this information for support tickets or internal documentation

Troubleshooting

Activities Not Appearing

Check:

Refresh the page to load latest activities
Clear any active filters
Expand date range (activities may be older than expected)
Verify the action type is logged (not all actions create logs)

Search Not Finding Results

Try:

Use partial terms instead of full phrases
Search by ID instead of name
Remove special characters
Check spelling of search terms

Missing User Attribution

Cause: Action was performed by the system (automated job, webhook) Solution: System-generated activities show “System” as the user. This is normal for:

Scheduled billing
Webhook-triggered updates
Automated email sends
Background sync jobs

Old Activities Not Visible

Note: Activity logs are retained indefinitely, but very old logs may take longer to load. Use date filters to narrow your search range for better performance.

Integration with Other Features

Tags System

When tags are added or removed from entities, activity is logged:

Tag additions and removals tracked
Automation-triggered tag changes recorded
Bulk tag operations logged

Email Automations

Email automation triggers create activity logs:

Email bounce events logged
Automated tag actions recorded
Trigger execution tracked

Bulk Operations

All bulk actions are comprehensively logged:

Bulk action initiation recorded
Individual item changes logged
Success/failure status captured

Frequently Asked Questions

How long are activity logs retained?

Activity logs are retained indefinitely. All historical activity remains accessible for compliance and audit purposes. There is no automatic deletion of activity history.

Can I export activity logs?

Currently, activity logs are view-only in the dashboard. For export needs, contact support for assistance with compliance reports or use the API for programmatic access.

Who can see activity logs?

Standard users see only their own activity. Admin users can view activity from all team members. Activity logs are never visible to your customers.

Are automated actions logged?

Yes. System-generated actions (scheduled billing, webhooks, automated emails) are logged with “System” as the user. This provides complete visibility into both manual and automated operations.

Can I delete or edit activity logs?

No. Activity logs are immutable records that cannot be modified or deleted. This ensures audit trail integrity for compliance and security purposes.

Why don't I see some actions in the log?

Not all actions generate activity logs. The system focuses on billing-critical events: subscription changes, invoice updates, customer modifications, and payment events. Minor UI interactions are not logged.

How do I find activities for a specific customer?

Use the search function to search for the customer’s email address or name. You can also filter by Entity Type “Customer” to see customer-specific events, or search for their related invoice/subscription IDs.

What timezone are timestamps in?

Timestamps are displayed in your local timezone (Europe/Amsterdam for PayRequest). The relative time display (e.g., “2 hours ago”) adjusts automatically.

Tags System

Organize entities with tags (changes logged)

Email Automations

Automate actions based on events

Subscription Management

Manage subscriptions (all changes logged)

Invoice Management

Create and manage invoices (all actions logged)

🚀 Getting Started

💳 Payment Processing

📦 Products & Pricing

🔄 Subscriptions

📄 Invoices

🛍️ Shop & Checkout

👥 Customer Management

🏷️ Organization & Automation

📊 Analytics & Reporting

🏢 Business Settings

🔒 Security & Compliance

🔧 Advanced Features

📝 Updates & Changes

🆘 Troubleshooting

​Overview

​Key Features

​Accessing the Activity Log

​Tracked Events

​Subscription Events

​Invoice Events

​Customer Events

​Payment & Mandate Events

​Bulk Operations

​Migration Events

​Using the Activity Log

​Viewing Activities

​Filtering Activities

​Sorting

​Activity Details

​Invoice Status Change Example

​Subscription Update Example

​Chargeback Example

​Customer Archive Example

​Dashboard Activity Widget

​Security & Compliance

​Audit Trail Benefits

​Data Captured

​Multi-User Accounts

​Common Use Cases

​Investigating Issues

​Compliance Audits

​Team Monitoring

​Payment Tracking

​Best Practices

​Regular Review

​Search Effectively

​Document Important Events

​Troubleshooting

​Activities Not Appearing

​Search Not Finding Results

​Missing User Attribution

​Old Activities Not Visible

​Integration with Other Features

​Tags System

​Email Automations

​Bulk Operations

​Frequently Asked Questions

​Related Features

Tags System

Email Automations

Subscription Management

Invoice Management

Overview

Key Features

Accessing the Activity Log

Tracked Events

Subscription Events

Invoice Events

Customer Events

Payment & Mandate Events

Bulk Operations

Migration Events

Using the Activity Log

Viewing Activities

Filtering Activities

Sorting

Activity Details

Invoice Status Change Example

Subscription Update Example

Chargeback Example

Customer Archive Example

Dashboard Activity Widget

Security & Compliance

Audit Trail Benefits

Data Captured

Multi-User Accounts

Common Use Cases

Investigating Issues

Compliance Audits

Team Monitoring

Payment Tracking

Best Practices

Regular Review

Search Effectively

Document Important Events

Troubleshooting

Activities Not Appearing

Search Not Finding Results

Missing User Attribution

Old Activities Not Visible

Integration with Other Features

Tags System

Email Automations

Bulk Operations

Frequently Asked Questions

Related Features