Getting Started — Account Owners

Activate BayWise Payments

Open the Product Switcher in the top bar and select BayWise Payments. If this is the first time, the Product Activation Gate appears. Review what the module includes and click Activate.

Once activated, you land on the Collection Queue — the default home screen for BayWise Payments.

Configure payment preferences

Open Settings (user menu, top right) and go to the Payments tab.

Set:

• Default currency — choose from AED, USD, EUR, GBP, INR, SAR, QAR, or KWD. This becomes the default for all new transactions. You can override per transaction if needed.
• Default payment method — the most common method your workshop receives (typically Cash or Card). This pre-selects when recording a payment so your cashier saves a tap on every transaction.

Set up payment processors

Stay in Settings → Payments and scroll to the Processors section.

Click Add Processor and choose either Stripe or PayTabs. Enter:

• Publishable key — the public key from your processor dashboard
• Secret key — the private key (stored encrypted in the BayWise vault, never exposed in the UI after saving)

If you add both processors, set one as the default. The default processor handles card payments and payment links unless overridden per transaction.

Configure tax settings

Go to Settings → Tax.

BayWise auto-detects your tax jurisdiction from the address on your organisation profile. Review:

• Country and state/emirate — confirm these match your actual tax registration
• Tax rates — standard rates are pre-filled for your jurisdiction (e.g., 5% VAT for UAE, GST rates for India). Adjust if your workshop qualifies for different rates.
• Tax-exempt contacts — if any of your customers or vendors are tax-exempt (e.g., government fleet accounts, diplomatic vehicles), add them here. Transactions with these contacts will automatically skip tax calculation.

Configure surcharging

If your jurisdiction permits passing card processing fees to the customer, go to Settings → Surcharging.

• Enable surcharging — toggle on
• Credit card surcharge rate — set the percentage (must be within the regulatory cap for your jurisdiction — BayWise enforces the cap automatically)
• Disclosure text — review the pre-filled disclosure that appears on invoices and payment links. Edit it to match your local regulatory requirements.

Set up recurring obligations

Go to the Pay tab (main navigation) and click + Add Recurring.

For each obligation, enter:

• Name — e.g., “Workshop Rent — Dubai Marina”, “Technician Salaries”, “Liability Insurance”
• Vendor — who you pay (landlord name, insurance provider, etc.)
• Amount — the fixed amount per period
• Frequency — Monthly, Bi-weekly, Weekly, Quarterly, or Annual
• Due date — day of the month (or specific date for non-monthly frequencies)
• Category — Rent, Salaries, Insurance, Utilities, Subscriptions, or Other

BayWise uses these entries to populate the Pay tab with upcoming obligations, show cashflow projections on the dashboard, and alert you when a payment is overdue.

Set collection baselines

Go to Settings → Payments and scroll to the Baselines section.

Enter your pre-BayPay benchmarks:

• Days Sales Outstanding (DSO) — your average collection period before using BayWise (e.g., 38 days)
• Collection rate — percentage of invoiced amounts collected within terms (e.g., 82%)
• Cost of capital — your annual borrowing rate or opportunity cost (e.g., 12%)

These baselines power the Impact Tracking panel on the dashboard. BayWise compares your live DSO and collection rate against these numbers so you can see the financial return from tighter collections.

Invite team members

Open Settings → Team and click Invite Member.

Enter the team member’s email and assign a role:

• Cashier — can record payments, send payment links, perform day close, and view entity ledgers. Cannot access settings or financial reports.
• Finance Manager — everything a Cashier can do, plus access to the full dashboard, AR/AP aging, transaction ledger, and AI insights. Cannot modify processor or tax configuration.

Each invitee receives an email with a link to accept and join.

Record your first transaction

Go to the Collect tab. Open any entity card from the Collection Queue — this could be a vehicle with an outstanding repair order, or a customer with an unpaid invoice.

Click Record Payment:

1. Select Cash as the payment method
2. Enter the amount received
3. Confirm

The transaction appears in the entity’s ledger immediately. The Collection Queue updates the entity’s outstanding balance and moves it to the appropriate urgency bucket.