Record a Cash Payment
Cash is the most common payment method in many workshops. When a customer pays cash at the counter, this guide walks you through recording it so the balance updates instantly and the cash amount feeds into your Day Close reconciliation.
Who can do this: Cashiers, Service Advisors, and Finance Managers.
Record the payment
Open the entity from the Collection Queue
Navigate to the Collection Queue (the default screen at /). 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. Find the event row you want to record against.
Click ”+ Record”
On a State A event row (no transactions yet), click the ”+ Record” button on the right side. The method picker strip appears.
Select Cash
Click Cash from the method picker. The cash recording form appears inline below the event row.
Enter the amount
Type the payment amount. Currency formatting applies automatically based on your location settings (e.g., AED, USD, INR). You can enter a partial amount if the customer is not paying the full balance — see Handle Partial Payments.
The tax strip appears below the amount field if tax is configured for your jurisdiction. It shows the tax-inclusive and tax-exclusive breakdown automatically. You do not need to calculate tax manually — BayPay applies the rates configured in Settings > Tax.
Review the receipt reference
A receipt reference is auto-generated for every cash transaction. You can override it with a manual reference if your workshop uses its own receipt numbering system. The receipt reference appears on printed receipts and in the transaction ledger.
Confirm the recording
Click the confirm button. The transaction is created immediately with:
- Settlement status: confirmed immediately — cash is instant. No pending state.
- A unique reference key to prevent duplicates.
- The entity card balance updates in real time on the Collection Queue.
How cash settlement works
Cash payments are marked as received immediately upon recording. There is no pending state, no credit terms, and no follow-up settlement step. The moment you confirm, the amount counts toward the entity’s collected total and appears in the Day Close cash count.
This makes cash the simplest payment method in BayPay — record it and it is done.
Cash and Day Close reconciliation
Every cash payment recorded during the day feeds into the Day Close process. When you close the day, the Day Close modal shows:
- Expected cash — the sum of all cash transactions recorded that day.
- Actual cash — the amount you enter after physically counting the cash in the register.
- Variance — the difference between expected and actual, which flags any discrepancies.
Cash payments appear in the Day Close cash count. Always reconcile your physical cash against the expected total before closing the day. A variance of zero means your register matches your records exactly.
Cash payment scenarios
Full payment at delivery
The most common scenario. The customer picks up their vehicle and pays the full invoice amount in cash. Record the full amount against the invoice event row. The entity card moves to “Fully Paid” status.
Partial payment at drop-off
At Tanaka Auto Service Osaka, customers sometimes pay a deposit when they drop off the vehicle. Record the deposit amount as a cash payment against the estimate event row. The entity card shows a PARTIAL badge with the remaining balance. When the customer returns to collect the vehicle, record the remainder against the invoice event.
Cash for insurance excess
For insurance jobs at Santos Body Works Sao Paulo, the customer pays only their excess portion in cash while the insurer settles the rest. Record the excess amount as a cash payment against the customer’s portion. The insurance amount remains outstanding until the insurer pays separately.
Common questions
Can I record cash without opening the Financial Modal? Not currently. All payment recordings go through the Financial Modal to ensure the transaction is linked to the correct entity and event. The EntityCard click is the fastest path — one click opens the modal, then select Cash and confirm.
I recorded a cash payment for the wrong amount. What do I do? Void the transaction and record a new one with the correct amount. See Void a Transaction. Financial fields like amount cannot be edited after recording — the void-and-replace flow preserves the audit trail.
Does cash payment trigger a receipt? A receipt reference is generated for every transaction. Whether a physical or digital receipt is produced depends on your receipt template configuration. The receipt reference is always available in the transaction history for later retrieval.
Is there a limit on cash payment amounts? BayPay does not enforce a maximum cash amount. However, your jurisdiction may have legal reporting requirements for large cash transactions. Consult your local regulations — at Sharma Motors Mumbai, for example, transactions above the prescribed threshold require additional documentation per RBI guidelines.