Withdrawal Approvals

Withdrawal Approvals

Process vendor withdrawal requests through the admin panel, managing payouts with approval, rejection, and completion tracking.

Overview

The withdrawal approval system allows administrators to review vendor withdrawal requests and process payments. Admins can approve, reject, or mark withdrawals as completed once payment is sent.

Page Location: WordPress Admin → WP Sell Services → Withdrawals

Access Required: manage_options capability (administrators only)

Withdrawals management

Accessing the Withdrawals Page

  1. Log in to WordPress admin
  2. Go to WP Sell Services → Withdrawals (submenu of WP Sell Services)
  3. Page slug: wpss-withdrawals

Dashboard Statistics

The withdrawals page displays 4 status cards showing:

Pending

  • Count of pending withdrawal requests
  • Total amount in pending withdrawals
  • Color: Yellow/Warning (#dba617)

Approved

  • Count of approved (not yet completed) withdrawals
  • Color: Blue (#2271b1)

Completed

  • Count of completed withdrawals
  • Total amount successfully paid out
  • Color: Green (#00a32a)

Rejected

  • Count of rejected withdrawal requests
  • Color: Red (#d63638)

Statistics calculated from wpss_withdrawals table using SQL aggregation.

Withdrawal List Table

The withdrawals table shows all requests with the following columns:

Columns

ColumnData SourceDescription
IDw.idWithdrawal request ID
Vendoru.displayname, u.useremailVendor name, email, avatar
Amountw.amountWithdrawal amount (formatted price)
Methodw.methodPayment method label
Statusw.statusCurrent status badge
Datew.created_atRequest date, processed date if applicable
Actions–Action buttons based on status

Vendor Column Details

Shows:

  • Avatar (32x32px, rounded)
  • Display name (linked to user edit page)
  • Email address (smaller text)

Method Column Details

Shows payment method label plus account details:

PayPal:

  • Shows email from details JSON

Bank Transfer:

  • Shows bank name
  • Last 4 digits of account number (masked: ***1234)

Status Column Details

Status displayed as badge with color coding:

StatusBadge ColorBackgroundText Color
pendingYellow#fff3cd#856404
approvedBlue#d1e7f3#0a4b78
completedGreen#d4edda#155724
rejectedRed#f8d7da#721c24

Also shows truncated admin note (5 words) with full note in tooltip if present.

Date Column Details

Shows:

  • Request date (formatted with WordPress date/time format)
  • Processed date below if processed_at is not null (labeled “Processed: [date]”)

Actions Column

Actions shown based on current status:

For Pending Status:

  • Approve button (primary blue button)
  • Reject button (standard button)

For Approved Status:

  • Mark Completed button (primary blue button)
  • Reject button (standard button)

For Completed/Rejected:

  • Status message only (“Payment sent” or “Request rejected”)

Filtering Withdrawals

Use the status filter tabs above the table:

Filter Tabs

  • All – Shows all withdrawals
  • Pending – Shows only status = 'pending'
  • Approved – Shows only status = 'approved'
  • Completed – Shows only status = 'completed'
  • Rejected – Shows only status = 'rejected'

Each tab shows count in parentheses from statistics.

Processing Withdrawals

Modal Interface

When you click an action button (Approve, Reject, Mark Completed), a modal opens:

Modal Title: Changes based on action:

  • “Approve Withdrawal”
  • “Mark as Completed”
  • “Reject Withdrawal”

Modal Content:

  • Confirmation message with amount and vendor name
  • Optional admin note textarea
  • Cancel and Confirm buttons

Approving a Withdrawal

  1. Click Approve button on pending withdrawal
  2. Modal opens with confirmation: “Approve this withdrawal request for [amount] from [vendor]?”
  3. Optionally add admin note
  4. Click Confirm
  5. AJAX request to wpssprocesswithdrawal with:
  6. Status updates to approved
  7. Page reloads to show updated status

What Happens:

  • Database: status → 'approved'
  • Database: processed_at → current timestamp
  • Database: processed_by → current admin user ID
  • Database: admin_note → saved if provided
  • Vendor receives notification: “Your withdrawal request for [amount] has been approved.”

Marking as Completed

  1. Click Mark Completed button on approved withdrawal
  2. Modal opens: “Mark this withdrawal as completed. This means payment has been sent to [vendor].”
  3. Optionally add admin note (e.g., transaction reference)
  4. Click Confirm
  5. Status updates to completed

What Happens:

  • Database: status → 'completed'
  • Database: processed_at → current timestamp
  • Database: processed_by → current admin user ID
  • Vendor receives notification: “Your withdrawal request for [amount] has been completed.”

Rejecting a Withdrawal

  1. Click Reject button (available for pending or approved)
  2. Modal opens: “Reject this withdrawal request from [vendor]? The funds will be returned to their available balance.”
  3. Add admin note explaining rejection reason
  4. Click Confirm
  5. Status updates to rejected

What Happens:

  • Database: status → 'rejected'
  • Database: processed_at → current timestamp
  • Database: processed_by → current admin user ID
  • Funds remain in vendor’s available balance (not deducted)
  • Vendor receives notification: “Your withdrawal request for [amount] has been rejected.”

Withdrawal Statuses

The system uses 4 statuses defined in EarningsService:

public const WITHDRAWAL_PENDING   = 'pending';
public const WITHDRAWAL_APPROVED  = 'approved';
public const WITHDRAWAL_COMPLETED = 'completed';
public const WITHDRAWAL_REJECTED  = 'rejected';

Status Flow

Normal Flow: pending → approved → completed

Rejection Flow: pending → rejected OR approved → rejected

Status Meanings:

  • Pending: Newly submitted, awaiting admin review
  • Approved: Admin approved, payment needs to be sent
  • Completed: Payment sent, withdrawal finished
  • Rejected: Request denied, funds returned to vendor balance

Payment Methods

Supported withdrawal methods (from EarningsService::getwithdrawalmethods()):

'paypal'        => 'PayPal',
'bank_transfer' => 'Bank Transfer',

Additional methods can be added via filter:

apply_filters( 'wpss_withdrawal_methods', $methods );

Method Details Storage

Payment account details stored as JSON in details column:

PayPal:

{
  "email": "vendor@example.com"
}

Bank Transfer:

{
  "bank_name": "Chase Bank",
  "account_number": "1234567890",
  "routing_number": "021000021",
  "account_holder": "John Smith"
}

Vendor Withdrawal Limits

Minimum Withdrawal Amount

Default: $50.00

Retrieved from settings via EarningsService::getminwithdrawal_amount():

  1. Checks wpsspayouts['minwithdrawal']
  2. Falls back to wpssvendor['minpayout_amount']
  3. Default: 50.0

Vendors cannot request withdrawal below this amount.

Available Balance Calculation

Before allowing withdrawal, system calculates:

$total_earned       = // Sum of vendor_earnings from completed orders
$withdrawn          = // Sum of completed withdrawals
$pending_withdrawal = // Sum of pending + approved withdrawals
$available          = $total_earned - $withdrawn - $pending_withdrawal

Withdrawal amount cannot exceed available balance.

Auto-Withdrawal System [PRO]

Note: Auto-withdrawal features are part of the Pro version.

Checking if Enabled

EarningsService::is_auto_withdrawal_enabled()
// Returns bool from wpss_payouts['auto_withdrawal_enabled']

Auto-Withdrawal Settings

Retrieved from wpss_payouts option:

  • autowithdrawalthreshold – Minimum balance to trigger (default: 500)
  • autowithdrawalschedule – Frequency: ‘weekly’ or ‘monthly’ (default: ‘monthly’)

Eligible Vendors

Auto-withdrawal processes vendors who meet ALL criteria:

  1. Available balance ≥ threshold
  2. Payout method configured (wpsspayoutmethod user meta)
  3. Payout details complete (wpsspayoutdetails user meta)

Processing Auto-Withdrawals

Triggered via WordPress cron: wpssprocessauto_withdrawals

Schedule:

  • Weekly: Next Monday at 2:00 AM
  • Monthly: 1st day of next month at 2:00 AM

Process:

  1. Get eligible vendors via geteligiblevendorsforauto_withdrawal()
  2. Create withdrawal request for each with is_auto = 1
  3. Notify admin via email (if withdrawal_auto email type enabled)
  4. Notify vendor via in-app notification
  5. Log results in wpsslastautowithdrawalrun option

Database Query Details

Getting Withdrawals

Main query in get_withdrawals():

SELECT w.*, u.display_name as vendor_name, u.user_email as vendor_email
FROM {$wpdb->prefix}wpss_withdrawals w
LEFT JOIN {$wpdb->users} u ON w.vendor_id = u.ID
WHERE [status filter]
ORDER BY w.created_at DESC
LIMIT [per_page] OFFSET [offset]

Supports:

  • Pagination (20 per page default)
  • Status filtering
  • Sorting by created_at DESC

Getting Statistics

Statistics query:

SELECT
    COUNT(*) as total,
    SUM(CASE WHEN status = 'pending' THEN 1 ELSE 0 END) as pending,
    SUM(CASE WHEN status = 'approved' THEN 1 ELSE 0 END) as approved,
    SUM(CASE WHEN status = 'completed' THEN 1 ELSE 0 END) as completed,
    SUM(CASE WHEN status = 'rejected' THEN 1 ELSE 0 END) as rejected,
    SUM(CASE WHEN status = 'pending' THEN amount ELSE 0 END) as pending_amount,
    SUM(CASE WHEN status = 'completed' THEN amount ELSE 0 END) as completed_amount
FROM {$wpdb->prefix}wpss_withdrawals

WordPress Hooks

Action: Withdrawal Processed

Fires when withdrawal status is updated:

/**
 * Fires when withdrawal is processed.
 *
 * @param int    $withdrawal_id Withdrawal ID.
 * @param string $status        New status (approved/completed/rejected).
 * @param object $withdrawal    Withdrawal data object.
 */
do_action( 'wpss_withdrawal_processed', $withdrawal_id, $status, $withdrawal );

Action: Withdrawal Requested

Fires when vendor creates withdrawal request:

/**
 * Fires when withdrawal is requested.
 *
 * @param int   $withdrawal_id Withdrawal ID.
 * @param int   $vendor_id     Vendor user ID.
 * @param float $amount        Withdrawal amount.
 */
do_action( 'wpss_withdrawal_requested', $withdrawal_id, $vendor_id, $amount );

Action: Auto-Withdrawal Created [PRO]

Fires when auto-withdrawal is created:

/**
 * Fires when auto withdrawal is created.
 *
 * @param int   $withdrawal_id Withdrawal ID.
 * @param int   $vendor_id     Vendor user ID.
 * @param float $amount        Withdrawal amount.
 */
do_action( 'wpss_auto_withdrawal_created', $withdrawal_id, $vendor_id, $amount );

AJAX Implementation

Action: wpssprocesswithdrawal

Nonce: wpsswithdrawalsadmin

Parameters:

  • withdrawal_id (int) – Withdrawal request ID
  • action_type (string) – approve, complete, or reject
  • admin_note (string) – Optional admin note

Process:

  1. Verify nonce and admin capability
  2. Validate withdrawal ID exists
  3. Map action_type to status constant
  4. Call EarningsService::process_withdrawal()
  5. Return JSON success/error

Response:

{
  "success": true,
  "data": {
    "message": "Withdrawal updated successfully."
  }
}

Email Notifications

To Vendor

Notification created via NotificationService::create() when withdrawal is processed:

Title: “Withdrawal Update”

Message: “Your withdrawal request for [amount] has been [status].”

Data: { withdrawal_id: [id] }

To Admin [PRO]

When vendor requests withdrawal (if withdrawal_requested email type enabled):

To: admin_email from WordPress settings

Subject: “[Platform Name] New Withdrawal Request”

Message: “Vendor [name] has requested a withdrawal of [amount]. Please review in the admin panel.”

Technical Details

Page Hook: sell-servicespagewpss-withdrawals

AJAX URL: admin_url('admin-ajax.php')

Database Table: {$wpdb->prefix}wpss_withdrawals

Table Columns:

  • id – Auto-increment primary key
  • vendorid – Foreign key to wpusers
  • amount – DECIMAL withdrawal amount
  • method – VARCHAR payment method
  • details – TEXT JSON payment details
  • status – VARCHAR (pending/approved/completed/rejected)
  • admin_note – TEXT optional admin note
  • processed_at – DATETIME processing timestamp
  • processed_by – INT admin user ID
  • is_auto – TINYINT auto-withdrawal flag [PRO]
  • created_at – DATETIME request timestamp

Pagination

The withdrawals list supports pagination:

  • Default: 20 items per page
  • URL parameter: paged
  • Total pages calculated: ceil(total / per_page)
  • Uses WordPress paginate_links() for pagination display

Styling

Custom CSS included inline in page:

  • Grid layout for statistics cards (4 columns)
  • Status badges with color coding
  • Responsive table design
  • Modal overlay with centered content
  • Vendor info flex layout with avatar

Common Workflows

Process Pending Withdrawal

  1. Vendor submits withdrawal request
  2. Admin clicks Pending filter tab
  3. Reviews request details and vendor balance
  4. Clicks Approve
  5. Adds note: “Approved – will process via PayPal”
  6. Confirms approval
  7. Processes payment externally via PayPal
  8. Returns to withdrawals page
  9. Clicks Mark Completed
  10. Adds note: “PayPal Transaction ID: [txn_id]”
  11. Confirms completion

Reject Invalid Request

  1. Admin reviews pending withdrawal
  2. Notices vendor’s available balance is insufficient
  3. Clicks Reject
  4. Adds note: “Insufficient available balance. Please verify earnings.”
  5. Confirms rejection
  6. Vendor receives notification and can review balance

Best Practices

Before Approving:

  • Verify vendor has sufficient available balance
  • Check payment account details are complete
  • Review vendor’s withdrawal history
  • Ensure no disputes or issues with recent orders

Adding Admin Notes:

  • Document payment reference numbers
  • Note payment method/platform used
  • Record any special circumstances
  • Provide clear rejection reasons

Payment Processing:

  • Process approved withdrawals within 3-5 business days
  • Keep external payment records (PayPal transactions, bank transfers)
  • Mark completed only after payment is sent
  • Respond to vendor questions about delays

Next Steps

Last updated: February 14, 2026