Use the Collection Queue
The Collection Queue is the primary screen in BayWise Payments. It is where cashiers and finance staff manage daily money movement — collecting payments from customers and insurers, and paying vendors. The queue opens at the root route (/) and is designed for a single question: what money do I need to chase or pay right now?
Who can do this: All team members with BayPay access. Recording transactions requires a Cashier, Service Advisor, or Finance Manager role.
Understand the queue layout
The Collection Queue has two sub-tabs at the top of the screen: Collect (inflows) and Pay (outflows). Below the sub-tabs sits a header bar showing today’s totals, followed by the urgency filter chips, an optional counterparty or type filter, and then the card list.
Header totals
At the top of the Collect sub-tab, two numbers anchor the day:
- Collected today — the sum of all inflows recorded today (cash, card, bank transfer, and confirmed payment links).
- Expected today — the total amount due today based on invoice due dates, payment link expiry, and credit terms.
These numbers update in real time as you record payments throughout the day.
Work the Collect sub-tab
The Collect sub-tab shows all outstanding receivables grouped by urgency. This is where you spend most of your time during the workday.
Urgency filter chips
Three filter chips sit below the header totals. Each chip shows a count badge indicating how many items fall in that bucket:
| Chip | What it shows |
|---|---|
| Overdue | Past-due collections — payment links that have expired, or invoiced jobs whose due date has passed and the balance is still outstanding. Highest urgency. |
| Due Today | Collections needing action today — due date is today, payment link sent today, or job invoiced today. This is the default working view. |
| Watch | Open AR not yet due — future-dated items, active payment links sent earlier, or partial payments in flight that are not due today. A monitoring lane. |
Cascade default: When you open the queue, the chip with the most rows auto-selects. If Due Today has items, it wins. If Due Today is empty but Overdue has items, Overdue wins. Otherwise Watch is shown. If a chip is pinned via the URL (?chip=overdue), the URL always takes priority over the cascade.
Counterparty filter
Below the chips, a dropdown lets you narrow the list by counterparty type:
- All — shows every entity card and business AR card.
- Vehicle — shows only vehicle-linked entity cards (jobs with a plate number and RO).
- Business — shows only business-level AR cards (fleet credit invoices, insurance settlements, and other non-vehicle receivables).
Per-filter summary bar
Above the card list, three metric cells update to reflect the active chip:
| Cell | Overdue chip | Due Today chip | Watch chip |
|---|---|---|---|
| Cell 1 | Overdue total | Expected today | Pipeline |
| Cell 2 | Largest (with plate/name sub-line) | Largest (with plate/name sub-line) | Largest (with plate/name sub-line) |
| Cell 3 | Items overdue | Action items | Watching |
The “Largest” cell highlights the single biggest item in the current chip and shows the vehicle plate or payer name underneath, so you know which job to chase first for maximum dollar impact.
Read an EntityCard
Each vehicle job in the Collect list appears as an EntityCard. Here is what each part of the card shows, from left to right and top to bottom:
Left column (identification):
- Plate number — the vehicle registration plate in monospace.
- Make / Model / Year — the vehicle description.
- RO number — repair order reference, when present.
- Invoice reference — the invoice number, when the job has been invoiced.
- Status badges — inline pills that tell you the sub-state at a glance:
- PRELIMINARY — estimate only, not yet invoiced.
- INVOICED — invoice raised, balance still outstanding.
- LINK SENT — payment link dispatched to the customer. Changes to LINK SENT (viewed) once the customer opens the link.
- PARTIAL — customer has paid in part; balance still due.
- OVERDUE Nd — past due by N days.
- LINK EXPIRED — payment link has expired without payment.
Right column (amounts):
- Insurance Due — if the job involves insurance, the insurer’s portion appears first with the insurer name and expected settlement date below it.
- Balance Due — the customer’s outstanding balance. If a partial payment has been recorded, a sub-line shows “of [total]” so you can read balance vs. total at a glance.
- Amount TBD — shown when the estimate or invoice amount has not been entered yet.
- Fully Paid — a green checkmark badge when the customer’s obligation is settled.
Send-link icon: A small paper-plane icon appears to the right of the Balance Due amount. Clicking it opens the Financial Modal pre-set to the Send Link flow. The icon is hidden on fully-paid cards and when day close is blocking recordings.
Vendor AP section: If the entity has outstanding vendor invoices (accounts payable), they appear at the bottom of the card with credit-state pills showing overdue days or the due date, the vendor name, and the pending amount.
Clicking the card opens the Financial Modal for that vehicle, where you can record payments, view transaction history, and manage the full lifecycle.
Read a BusinessARCard
Non-vehicle receivables — such as fleet credit invoices, insurance settlements, and other business-level AR — appear as BusinessARCards in the Collect list. These are simpler than EntityCards because there is no vehicle, no lifecycle stages, and no event ladder.
Each BusinessARCard shows:
- Payer name — the counterparty who owes the money (fleet company, insurer, or other business contact). Falls back to the transaction category label if no payer is on file.
- Credit chip — inline pill showing the credit state (e.g., “Credit - Overdue 12d” or “Credit - Due 15 Jun”).
- Reference — the invoice number or reference your workshop sent to the counterparty.
- Receivable amount — the amount owed, displayed in the right column with the category label above it.
Clicking the card opens the Financial Modal on the Business tab with the matching event pre-expanded for settlement.
Search the queue
The search bar at the top of the queue searches across multiple fields simultaneously:
- Vehicle plate number
- Repair order (RO) number
- Customer name
- Insurer name
- Invoice reference
Type any fragment and the card list filters instantly. Search works across both EntityCards and BusinessARCards, and respects the active chip and counterparty filters.
Work the Pay sub-tab
Switch to the Pay sub-tab to see all pending outflows — vendor bills, parts invoices, and recurring obligations that your workshop owes.
Urgency chips and source types
The Pay sub-tab uses the same three urgency chips (Overdue, Due Today, Watch) as Collect, with a cascade default that follows the same priority: Due Today first, then Overdue, then Watch.
Below the chips, a Type dropdown filters by source:
| Type | What it includes |
|---|---|
| All | Every pending outflow. |
| Job | AP linked to a vehicle job (parts, labour, sub-vendor work). |
| Adhoc | One-off business expenses not linked to a vehicle job and not recurring. |
| Recurring | Recurring obligations — rent, utilities, subscriptions, standing orders. |
Pay summary bar
The Pay summary bar follows the same three-cell layout as Collect:
| Cell | Overdue chip | Due Today chip | Watch chip |
|---|---|---|---|
| Cell 1 | Overdue total | Due today | Pipeline |
| Cell 2 | Largest (with vendor sub-line) | Largest (with vendor sub-line) | Largest (with vendor sub-line) |
| Cell 3 | Items overdue | Action items | Watching |
Pending outflows are sorted oldest-due-first so the most urgent bills appear at the top. Each row shows the vendor or payee name, the amount, credit terms, and an overdue badge when applicable.
Day Close gate banner
If yesterday’s day has not been closed, an amber banner appears at the top of the queue with the pending date. While this banner is active:
- New payment recordings are blocked.
- Entity creation is blocked.
- History and viewing remain accessible.
The banner includes a button to open the Day Close modal so you can close the pending day and resume recording.
The Day Close gate prevents recording transactions against an unclosed day. Close yesterday before starting today’s collections. See Close the Day for the full process.
Common questions
The queue shows zero items but I know there are open jobs. Check that your location filter in the top bar matches the location where the jobs were created. BayWise Payments is location-scoped — switching locations changes the queue.
A card shows “Amount TBD” instead of a dollar figure. The estimate or invoice amount has not been entered on the entity. Open the card and enter the expected amount in the Financial Modal, or ask the service advisor to finalize the invoice in the Scheduler.
Why does one chip have zero items and another has everything? The urgency chips classify items by due date and payment link status. If no due dates or credit terms have been set on your jobs, most items land in the Watch chip. Configure credit terms in Settings to get accurate chip distribution.
Can I see paid items in the queue? Fully-paid entity cards remain in the queue for the current day at reduced opacity with a green “Fully Paid” badge. After day close, they move to the Transactions history. Use the Transactions sub-tab or the Ledger to review past payments.
The summary bar shows ”---” instead of numbers. This means the data is still loading. Wait a moment for the initial fetch to complete. If it persists, check your network connection — the summary bar shows dashes specifically to distinguish “loading” from “zero.”