Send a Payment Link
Payment links let customers pay remotely without visiting the workshop counter. You create a link, share it via WhatsApp, email, or QR code, and when the customer pays, the transaction is recorded automatically. BayWise Payments tracks the full lifecycle of every link from creation through to payment.
Who can do this: Cashiers, Service Advisors, and Finance Managers.
Quick Send from the Collection Queue
The fastest way to send a payment link is directly from an EntityCard in the Collection Queue. This is ideal when you are working through the queue and want to chase a specific customer.
Find the entity card
Open the Collection Queue and locate the vehicle. The entity card must have an outstanding balance — the send-link icon is hidden on fully-paid cards.
Click the send-link icon
On the right side of the EntityCard, next to the Balance Due amount, a small paper-plane icon appears. Click it. This opens the Financial Modal pre-set to the Send Link flow.
Enter the amount
The amount field pre-fills with the outstanding customer balance. Adjust it if you want to request a different amount (e.g., a deposit or partial payment).
Share the link
The ShareLinkModal opens automatically with:
- QR code — display on screen for in-person customers, or screenshot to send.
- Copy link — copies the payment URL to your clipboard for pasting into any app.
- WhatsApp — opens WhatsApp with a pre-filled message containing the link, amount, and customer greeting.
- Email — opens your default email client with a pre-filled subject and body.
The customer’s contact name is included in the message template when available.
Create a payment link using the full form
For more control over the payment request, use the dedicated Payment Request form at /payment-requests/new. This is useful for advance payments, deposits, fleet invoices, and scenarios where the link is not tied to an active entity in the queue.
Navigate to the Payment Request form
Go to /payment-requests/new or use the navigation to reach the Payment Request creation page.
Fill in the request details
The full form offers the following fields:
| Field | Required | Description |
|---|---|---|
| Entity | No | Optionally link to a vehicle entity. If linked, payment auto-applies to that entity’s balance. |
| Contact | Yes | The customer who will receive the link. Use the inline search to find existing contacts, or quick-create a new one. |
| Amount | Yes | The payment amount to request. |
| Type | Yes | Standard, Advance, or Deposit. Affects how the payment is classified in reporting. |
| Customer type | Yes | Retail, Fleet, or Insurance. Determines credit terms and reporting categorization. |
| Expiry | Yes | Number of days until the link expires. Defaults to 5 days. |
| Notes | No | Internal notes visible to staff only (not shown to the customer). |
Create and share
Submit the form to create the payment request. The ShareLinkModal opens with the same QR code, copy, WhatsApp, and email options described above.
Payment links default to 5-day expiry. For fleet customers on credit terms, consider using a longer expiry or the credit settlement path instead of a payment link. Expired links move the entity to the Overdue bucket in the Collection Queue.
Payment link lifecycle
Every payment link moves through a defined lifecycle. You can track the current state on the EntityCard in the Collection Queue and in the Payment Requests section of the Financial Modal.
| State | What it means | Badge on EntityCard |
|---|---|---|
| Created | The link has been generated but not yet shared with the customer. | — |
| Sent | The link has been shared via WhatsApp, email, or clipboard. | LINK SENT |
| Viewed | The customer has opened the link in their browser. | LINK SENT (viewed) |
| Paid | The customer has completed the payment through the link. The transaction is auto-recorded against the entity. | Badge removed; balance updates. |
| Expired | The link reached its expiry date without payment. | LINK EXPIRED |
Badge behaviour on EntityCards
When a payment link is active, the EntityCard in the Collection Queue shows inline status badges:
- LINK SENT — the link has been dispatched. Tooltip reads: “Payment link sent to the customer. Awaiting customer action.”
- LINK SENT (viewed) — the customer has clicked the link. The badge shifts to a “viewed” variant. Tooltip reads: “Customer has opened the payment link.” This is a positive signal — the customer is engaged but has not paid yet.
- LINK EXPIRED — the link expired. The entity moves to the Overdue chip. Tooltip reads: “Payment link expired. Open the card to send a fresh link.”
Automatic transaction recording
When a customer completes a payment through a payment link, BayPay automatically:
- Creates a confirmed transaction against the linked entity (if one was specified).
- Updates the entity card balance on the Collection Queue.
- Removes the LINK SENT badge.
- Records the payment method used by the customer (card via the processor).
No manual recording is needed — the payment flows through automatically.
Sending links to fleet and insurance contacts
For fleet customers at Muller Werkstatt Berlin or insurance adjusters at Al Futtaim Auto Dubai, payment links serve a different purpose. Rather than collecting at the counter, you send a link for the customer’s portion while the fleet or insurance settlement follows its own credit path.
When creating a link for a fleet or insurance contact:
- Set Customer type to Fleet or Insurance in the full form.
- Use an appropriate expiry period — fleet customers often need longer payment windows.
- The payment is attributed to the correct counterparty bucket (customer vs. insurer) based on the contact match.
Common questions
Can I send multiple payment links for the same entity? Yes. Each payment request is independent. If a previous link expired, you can create a new one. The Collection Queue shows the most recent link’s status.
What happens if the customer pays more than the linked amount? The payment is recorded for the amount the customer entered. If it exceeds the entity’s outstanding balance, the excess appears as an overpayment in the ledger and is flagged for review during Day Close.
Can I cancel a payment link before it expires? Currently, payment links expire automatically after the configured number of days. Manual cancellation is not yet available — if a link should not be used, inform the customer directly and allow it to expire.
The LINK SENT badge disappeared but the customer says they did not pay. Check the transaction history in the Financial Modal. If a payment was auto-recorded, it will appear there. If no transaction exists, the badge may have been removed due to a link status sync — refresh the queue and check the Payment Requests section.
Can I customize the message sent with the link? The WhatsApp and email templates include a greeting with the customer’s name (when available) and the payment amount. Full message template customization is planned for a future release. For now, you can copy the link and compose your own message in any messaging app.