XTRM

XTRM is a global payment provider that enables you to send commission and spiff payouts directly to your partners and individuals from within Journeybee. Once connected, you can fund partner wallets, process batch payouts, and give partners visibility into their earnings -- all without leaving the platform.

Overview

The XTRM integration connects your XTRM account to Journeybee so that you can:

• Send commission payouts to partner companies when deals close

• Send spiff (individual incentive) payments directly to contacts or users

• Let partners view their wallet balance, transaction history, and initiate withdrawals

• Track payment status in real time as payouts move from pending to completed

• Manage multiple currency wallets from a single dashboard

Getting Started

Prerequisites

Before you begin, make sure you have the following:

• An active XTRM account (sign up at xtrm.com if you do not have one)

• Your XTRM Client ID, Secret Key, and API Account # (available from your XTRM dashboard)

• A funded XTRM wallet in the currency you plan to use for payouts

• Admin access in Journeybee (only admins can connect integrations)

Step 1: Navigate to Integrations

1. Go to Settings in the left navigation menu

2. Click Integrations

3. Scroll to the Payment section

4. Click the XTRM card

Step 2: Enter Your Credentials

On the XTRM connection page, you will see the authorisation settings form. Fill in the following fields:

• Client ID -- Your XTRM API client identifier (displayed as a password field for security)

• Secret Key -- Your XTRM API secret key

• API Account # -- Your XTRM issuer account number

• Environment -- Select Sandbox for testing or Production for live payouts

Important: Use the Sandbox environment first to verify your connection and test payouts before switching to Production.

Step 3: Connect

Click the Connect button. Journeybee will:

1. Validate your credentials by testing the connection to XTRM

2. Detect available payment methods in your XTRM account

3. Save the integration to your company settings

If the connection is successful, you will see a confirmation message and be redirected to the integration configuration page. If it fails, double-check your credentials and ensure your XTRM account is active.

Step 4: Verify Your Wallets

After connecting, go to the Payments page. You should see a wallet balance indicator in the top-right area of the page. This shows the available balance in your XTRM funding wallet.

If you have wallets in multiple currencies, click the wallet indicator to see a dropdown where you can select which wallet to use as your default funding source.

Processing Payouts

How Payouts Work

When commission or spiff payments are generated through your deal pipeline, they appear on the Payments page under the Payments Due tab. Each payment must be approved before it can be sent through XTRM.

Approving Payments

1. Go to the Payments page

2. In the Payments Due tab, you will see a list of pending payments

3. Click the circle icon on the left side of each payment row to approve it (the icon turns green when approved)

4. You can also click into the associated deal to review details before approving

Sending Payouts via XTRM

Once you have approved payments:

1. Click the Pay via Provider button in the top-right area of the Payments page

2. A payout dialogue will open showing all eligible (approved, not yet processing) payments

3. Review the list and use the checkboxes to select or deselect individual payments

4. The dialogue shows:

   • Each payment recipient's name and amount

   • Whether the payment is a commission (to a partner company) or a spiff (to an individual)

   • Your selected funding wallet and its available balance

   • The total payout amount grouped by currency

Registering Recipients

Before a payout can be processed, each recipient must be registered with the payment provider. The payout dialogue shows the registration status of each recipient:

• Green checkmark -- The recipient is registered and has the required currency wallet. Ready for payout.

• Yellow warning ("Not registered") -- The recipient needs to be registered. Click the Register button next to their name. Journeybee will create the recipient in XTRM automatically.

• Red warning ("Missing phone number" or "Missing email") -- The recipient is missing required contact information. You must add the missing details to the partner company or contact before proceeding.

If multiple recipients need registration, you can click Register All to register them in one action.

Tip: Registering a partner for the first time also creates their wallet in the payment provider. This is a one-time step per partner.

Currency Matching

The payout dialogue checks that payment currencies match your selected funding wallet currency. If there is a mismatch, you will see a warning message. Payouts with mismatched currencies cannot be sent until you either:

• Switch to a funding wallet that matches the payment currency, or

• Ensure the recipient has a wallet in the correct currency

Confirming the Payout

After verifying all recipients are registered and currencies match, click the Confirm Payout button. Journeybee will:

1. Create transaction records for each selected payment

2. Mark the payments as "Processing"

3. Queue the payout for execution through XTRM

4. Return you to the Payments page

Selecting a Funding Wallet

If you have multiple wallets in your XTRM account (for example, USD and EUR):

1. Click the wallet balance indicator in the top-right of the Payments page

2. A dropdown appears showing all available wallets with their currencies and balances

3. Select the wallet you want to use as your funding source

4. Your selection is saved and persists across sessions

Payment Status Tracking

Status Flow

Payments move through the following statuses:

Real-Time Updates

Payment statuses update automatically in the Payments page. When a payout finishes processing (either completed or failed), the page refreshes to show the updated status without requiring you to reload.

Journeybee checks the status of processing payments periodically with increasing intervals. Most payouts complete within a few minutes, but some may take longer depending on the destination and currency.

Handling Failed Payments

If a payout fails:

1. The payment will reappear in the Payments Due tab

2. A notification will be sent to inform you of the failure

3. Review the failure reason (which may relate to insufficient funds, invalid recipient details, or provider-side issues)

4. Correct the issue and re-initiate the payout

Partner Wallet Experience

When XTRM is connected, your partners gain access to wallet features in their Partner Portal.

Wallet Registration

The first time a partner visits their Payments page in the Partner Portal, they will see a prompt to register their wallet:

1. The partner clicks Register Wallet

2. Journeybee creates a wallet for the partner in the payment provider

3. Once registered, the partner can view their balance and transaction history

Note: Admins cannot register wallets on behalf of partners. The registration button only appears for partner users in the Partner Portal.

Viewing Wallet Balance

After registration, partners see a wallet card at the top of their Payments page showing:

• Their current wallet balance in the primary currency

• A breakdown by currency if they have wallets in multiple currencies

• A link to the XTRM portal for additional account management (Open Portal button)

Transaction History

Partners can view their transaction history by clicking View Transactions at the bottom of the wallet card. The transaction list shows:

Initiating Withdrawals

Partners can withdraw funds from their wallet to a linked bank account:

1. Click the Withdraw button on the wallet card (only visible when the balance is greater than zero)

2. Select withdrawal method -- Choose from the available withdrawal types (e.g., bank transfer)

3. Select bank account -- If bank accounts are linked, choose the destination account

4. Click Next

5. Enter amount -- Specify the withdrawal amount (cannot exceed the available balance)

6. Click Review

7. Review details -- Confirm the withdrawal method, bank account, and amount

8. Click Confirm

9. OTP verification -- If required by the payment provider, enter the one-time password sent to the partner's registered contact method

10. Click Submit

After successful verification, the withdrawal is initiated and the partner sees a confirmation message.

Commission and Spiff Wallets

If a partner receives both commission payments (to the company) and spiff payments (to individuals), the Partner Portal provides a toggle to switch between wallet views:

• Commission -- Shows the partner company's wallet with commission-related transactions

• Spiff -- Shows the individual user's wallet with spiff-related transactions

Each wallet type has its own balance, transaction history, and withdrawal capability.

Troubleshooting

Connection fails when entering credentials

Problem: You receive an error when trying to connect XTRM.

Solution:

1. Verify your Client ID, Secret Key, and API Account # are correct (copy them directly from your XTRM dashboard)

2. Ensure you have selected the correct environment (Sandbox vs. Production)

3. Check that your XTRM account is active and not suspended

4. If using Sandbox, confirm your sandbox credentials are different from your production credentials

"No wallets found" message on the Payments page

Problem: After connecting, the wallet area shows "No wallets" instead of a balance.

Solution:

1. Log in to your XTRM account directly and verify you have at least one funded wallet

2. Ensure the wallet has a positive balance

3. Refresh the Payments page

Recipient registration fails with "Missing phone number"

Problem: When trying to register a partner for payout, you see a "Missing phone number" warning.

Solution:

1. Go to the partner's profile

2. Add a phone number to either the partner company or their primary contact

3. Return to the payout dialogue and try again

Payout stuck in "Processing" status

Problem: A payment has been in the "Processing" state for an extended period.

Solution:

1. Journeybee checks payment status automatically with increasing intervals (starting at 1 minute, then 2, 4, 8 minutes, etc.)

2. Most payouts complete within a few minutes

3. If a payout remains in processing for more than 30 minutes, check your XTRM dashboard directly for the transaction status

4. Contact support if the issue persists

Currency mismatch warning in the payout dialogue

Problem: The payout dialogue shows a currency mismatch warning and the Confirm button is disabled.

Solution:

1. Check which currency your payments are denominated in

2. Select a funding wallet that matches the payment currency using the wallet dropdown on the Payments page

3. If you do not have a wallet in the required currency, create one in your XTRM account

Partner cannot see the Withdraw button

Problem: A partner has a balance but does not see the Withdraw option.

Solution:

1. The Withdraw button only appears when the wallet balance is greater than zero

2. The partner must be viewing the portal as a partner user (not as an admin)

3. Ensure the partner's wallet has been properly registered

Best Practices

• Start with Sandbox: Always test the integration in Sandbox mode before switching to Production. This lets you verify payout flows without moving real funds.

• Register recipients before batch payouts: Register all partner recipients ahead of time to avoid delays when processing large batches. You can do this from the payout dialogue or when creating MDF allocations.

• Keep contact information up to date: Ensure partner companies and contacts have valid email addresses and phone numbers, as these are required for payment provider registration.

• Monitor wallet balances: Keep your funding wallets sufficiently funded to avoid failed payouts. The wallet balance is always visible on the Payments page.

• Use the Processing tab: After initiating payouts, switch to the "Processing" tab to monitor in-flight payments.

• Review failed payouts promptly: Failed payouts return to the Payments Due tab. Review and address the underlying issue quickly to ensure partners are paid on time.

Limitations

• XTRM processes payouts individually (not as a single batch transaction). For large numbers of payments, each is sent as a separate transfer.

• Withdrawal OTP verification is managed by XTRM and sent to the recipient's registered contact method. Journeybee cannot bypass this requirement.

• Exchange rates for cross-currency transfers are determined by XTRM at the time of the transaction.

• The integration requires an active XTRM account with funded wallets. Journeybee does not hold or transfer funds directly.

Need Help?

If you experience issues with the XTRM integration that are not covered above, contact us at support@journeybee.io or through the in-app support chat.