Getting Started — Cashiers & Service Advisors

Open the Collection Queue

The Collect tab is your home screen. It shows every entity (vehicle, customer, or account) that has an outstanding balance, sorted into three urgency buckets:

• Overdue — balance past the due date. These need immediate attention.
• Due Today — payment expected today. Work through these during the day.
• Watch — upcoming balances not yet due but worth monitoring (e.g., large invoices due in 3 days).

Each card shows the entity name, outstanding amount, days overdue (if applicable), and the last payment date. The queue updates in real time as you record payments.

Use the search bar

The search bar at the top of the Collection Queue finds entities by:

• License plate — e.g., “B 7742 KLD” or partial match “7742”
• RO number — repair order reference
• Customer name — e.g., “Al Futtaim” or “Tanaka”

Type at least 3 characters. Results appear instantly and filter the queue to matching entities.

Record a cash payment

Tap an entity card to open it. Click Record Payment.

1. Payment method — select Cash (or it may already be pre-selected if Cash is the workshop default)
2. Amount — enter the amount received. The full outstanding balance is shown for reference.
3. Reference (optional) — add a receipt number or note
4. Confirm — click to record

The entity’s outstanding balance updates immediately. If the payment covers the full amount, the entity moves off the Collection Queue.

Record a card payment

Tap the entity card and click Record Payment.

1. Payment method — select Card
2. Amount — the full outstanding balance auto-fills. Adjust if this is a partial payment.
3. Confirm — BayWise sends the charge to your connected payment processor (Stripe or PayTabs)

The processor handles the card interaction. Once the charge succeeds, the transaction is recorded and the entity’s balance updates. If the charge fails, BayWise shows the processor’s error message so you can retry or switch to another method.

Send a payment link

For customers who are not physically present or prefer to pay later, use a payment link.

Tap the entity card and click the paper-plane icon (Send Link).

1. Amount — enter the amount to request
2. Share method — choose WhatsApp, Email, or QR code
   • WhatsApp — opens a pre-filled message with the payment link
   • Email — sends the link to the customer’s email on file
   • QR code — displays a scannable code for in-person sharing

The link takes the customer to a secure payment page hosted by your processor. When they pay, the transaction is recorded automatically and the entity’s balance updates without any action from you.

Switch to the Pay tab

Click the Pay tab in the main navigation. This screen shows your workshop’s outgoing obligations — vendor invoices, rent, salaries, and other payables.

Payables are sorted by urgency, similar to the Collection Queue:

• Overdue — past due date, needs immediate action
• Due Today — scheduled for today
• Upcoming — due within the next 7 days

Record a vendor payment

Open a payable from the Pay tab and click Record Payment.

1. Payment method — select Bank Transfer, Cash, Cheque, or Card
2. Amount — enter the amount paid
3. Reference — add the bank transaction reference or cheque number
4. Confirm

The payable’s status updates to Paid (or Partially Paid if the amount does not cover the full balance). At Santos Body Works in Sao Paulo, the accounts team records vendor payments each morning as part of their opening routine — it takes under 5 minutes for a typical day’s payables.

Check a vehicle’s financial position

Open any entity card from the Collection Queue or use the search bar to find a specific vehicle.

The entity detail view has three tabs:

• Collections — all payments received for this entity, with dates, methods, and amounts
• Expenses — parts costs, sublet charges, and other expenses booked against this entity
• Ledger — the full chronological record combining collections, expenses, and adjustments, with a running net position

This gives you a complete financial picture for any vehicle or customer at a glance.

Close the Day

At the end of your shift (or first thing the next morning), open the Day Close flow from the action bar.

1. Review summary — BayWise shows total collections by method (cash, card, transfer, link), total expenses, and the net cash position for the day
2. Count cash — enter the physical cash count from your drawer
3. Confirm variance — if the count differs from the system total, BayWise records the variance and flags it for manager review
4. Lock the day — confirm to close. Once locked, the day’s transactions cannot be edited without manager approval