Record a Card Payment
Card payments in BayWise Payments are processed through your configured payment processor (Stripe, PayTabs, or another supported PSP). BayPay handles the transaction record and balance tracking while the processor handles the actual card charge. This guide covers the end-to-end flow from the Collection Queue to a settled card transaction.
Who can do this: Cashiers, Service Advisors, and Finance Managers. A payment processor must be configured in Settings > Processors before card payments can be recorded.
Prerequisites
Before recording a card payment, your workshop must have a payment processor configured and active.
- Go to Settings > Processors and verify that at least one processor (Stripe, PayTabs, etc.) is configured and set as the default.
- The processor handles the card charge, tokenization, and PCI compliance. BayPay never stores, transmits, or has access to card numbers.
If no processor is configured, the Card option in the method picker will not be available.
Card payment details are handled entirely by the processor. BayPay never stores card numbers, CVVs, or any sensitive card data. Your PCI compliance posture is determined by your processor, not by BayPay.
Record the payment
Open the entity from the Collection Queue
Navigate to the Collection Queue. Find the vehicle using the urgency chips, counterparty filter, or the search bar. Click the entity card to open the Financial Modal.
Go to the Collections sub-tab
Inside the Financial Modal, the Vehicle Tab opens by default. The Collections sub-tab shows event rows grouped by lifecycle stage.
Click ”+ Record”
On a State A event row (no transactions yet), click the ”+ Record” button. The method picker strip appears.
Select Card
Click Card from the method picker. The card recording form appears inline. The amount field may pre-fill with the outstanding balance for convenience — adjust it if the customer is paying a different amount.
Review the amount and surcharge
Enter or confirm the payment amount. If surcharging is enabled for your location (Settings > Surcharging), the surcharge is auto-applied based on your jurisdiction’s surcharging rules:
- The surcharge percentage is displayed alongside the base amount.
- The total charged to the customer (base + surcharge) is shown clearly.
- Surcharge rules respect jurisdictional caps — for example, Australian surcharge regulations cap the percentage at the actual cost of card acceptance.
If surcharging is not enabled, the customer pays the base amount with no additional fee.
The tax strip appears below if tax is configured, showing the automatic breakdown.
Confirm the recording
Click the confirm button. The processor initiates the card charge. On success:
- Settlement status: confirmed immediately — from BayPay’s perspective, the charge is confirmed as soon as the processor accepts it. The processor handles the actual fund settlement to your bank account on their standard schedule (typically T+1 or T+2 depending on the PSP).
- The entity card balance updates instantly on the Collection Queue.
- A unique receipt reference is generated for the transaction.
How card settlement works
Card payments are confirmed immediately in BayPay, just like cash. This means:
- The balance on the entity card reflects the payment right away.
- The transaction counts toward today’s totals in the Day Close process.
- The cashflow calendar shows the inflow on today’s date.
The distinction between BayPay confirmation and bank settlement is important: BayPay marks the transaction as confirmed because the processor accepted the charge. The actual funds arrive in your bank account according to the processor’s payout schedule. Use the Dashboard > PSP Fees view to track processor-level settlement and fee deductions.
Surcharging details
Surcharging passes the cost of card acceptance to the customer. When enabled:
| Setting | Where to configure | Effect |
|---|---|---|
| Enable/disable | Settings > Surcharging | Turns surcharging on or off for the location. |
| Surcharge rate | Settings > Surcharging | The percentage added to card transactions (e.g., 1.5%). |
| Jurisdiction rules | Auto-applied | BayPay respects jurisdictional caps and disclosure requirements. |
At Al Futtaim Auto Dubai, surcharging is commonly disabled because card payments are the norm and the workshop absorbs the processing fee. At Muller Werkstatt Berlin, surcharging may be restricted by EU regulations — BayPay enforces these rules automatically based on your configured jurisdiction.
If surcharging is enabled, the surcharge amount is always displayed to the customer before they confirm. Transparency is both a regulatory requirement in most jurisdictions and good business practice.
Processor failure scenarios
If the card charge fails (declined card, network timeout, processor error):
- BayPay displays the error inline in the recording form.
- No transaction is created — the balance remains unchanged.
- You can retry with the same card, try a different card, or switch to another payment method (cash, bank transfer).
BayPay’s built-in duplicate protection ensures that a network timeout followed by a retry does not result in a double charge. Even if the confirmation response is lost, the processor recognizes the duplicate request and returns the original result.
Common questions
The Card option is grayed out or missing in the method picker. No payment processor is configured for this location. Go to Settings > Processors, set up your processor credentials, and activate it as the default. See Configure Payment Processors.
The customer’s card was declined. What happens in BayPay? Nothing is recorded. A declined charge does not create a transaction. The event row remains in its current state and you can try again or use a different payment method.
Can I refund a card payment through BayPay? BayPay records the void on its side (see Void a Transaction), which reverses the balance impact. The actual refund to the customer’s card must be initiated through your processor’s dashboard or is handled automatically depending on your processor integration.
Does BayPay support contactless or mobile wallet payments? Yes, as long as your payment processor supports them. From BayPay’s perspective, all card-based methods (chip, contactless, Apple Pay, Google Pay) are recorded as “Card” — the processor handles the specific acceptance method.
How do I see the processor fees charged on card transactions? Use the Dashboard > PSP Fees view to see fee breakdowns per transaction, or the aggregate fee summary for a date range. See Monitor PSP Fees.