Overview
Quick Pay is the tool in WaveRez Admin for adding a payment to an order that already exists. Every order in WaveRez must reach a state where the total amount equals the paid amount. If an order shows a balance owed, it needs attention, and Quick Pay is how a staff member records or charges the payment that closes that gap. Quick Pay also handles extra payments, meaning tips, damage deposits, and other charges that sit on top of the order total and do not count toward the total-equals-paid balance. Quick Pay is available to WaveRez staff from two places: the top-right corner of the Order Details screen, and the Manifest. Some payment methods process a real charge through Stripe at the moment the payment is made, while others only record that a payment was received outside the system.
The core rule: Total must equal Paid
Every WaveRez order is considered settled only when the total amount and the paid amount are equal. The total amount is the full price of everything on the order. The paid amount is how much has actually been collected against it. When these two numbers match, the order is fully paid and needs no further attention. When the paid amount is lower than the total amount, the order has a balance due and is flagged as needing attention.
Quick Pay is the tool that brings the paid amount up to equal the total amount. It is not a tool for discounting or comping an order. To "zero out" an order using Quick Pay means recording enough payment that the balance due drops to zero, not removing the charge itself.
A payment added through Quick Pay falls into one of two categories:
A standard payment counts toward the total-equals-paid balance. It reduces the balance due on the order.
An extra payment does not count toward the total-equals-paid balance. It sits on top of the order as a tip, deposit, or other charge, and is shown separately.
⚠️ Standard payments settle the order. Extra payments do not. A tip or deposit added as an extra payment will never bring an order with a balance due to a paid state. If an order still shows money owed, the payment that closes it must be a standard payment, not an extra payment.
Where to find Quick Pay
Quick Pay can be opened from two locations in WaveRez Admin, and both open the same payment popup.
On the Order Details screen: The Quick pay button sits in the top-right corner of the Order Details screen (also called the View Order screen). It is available no matter which tab of the order you are viewing, Overview, Customer Info, Trips, Payments, Notes, Log, or Customer History. Below is the Order Details screen with the Quick pay button visible in the top-right corner, next to the Add new trip button.
On the Manifest: Each guest row on the Manifest has a three-dot menu at the far right. Opening that menu shows a list of actions including Receipt, Boarding pass, Order details, and Add payment. Selecting Add payment opens the same Quick Pay popup. Below is a Manifest guest row with the three-dot menu open and the Add payment option visible.
Add a standard payment to settle an order's balance
A standard payment is a payment that counts toward the total-equals-paid balance and reduces the amount owed on the order. Use a standard payment whenever an order shows a balance due and you need to bring the paid amount up to equal the total amount.
Step 1 — Open Quick Pay from either the Quick pay button in the top-right corner of the Order Details screen, or the Add payment option in a guest row's three-dot menu on the Manifest. The Choose Amount and Payment Method popup opens.
Step 2 — Review the balance summary in the popup. The popup displays Total Charges (the full order total), Pre-Paid Amount (what has already been collected), Balance Due (what is still owed, shown in red), Payment Amount (the amount you are about to add), and Remaining Balance (what will still be owed after this payment). The Balance Due figure tells you how much to enter to fully settle the order. Below is the Quick Pay popup showing the balance summary fields.
Step 3 — Enter the amount in the Payment amount field. To fully settle the order, enter the figure shown in Balance Due. As you type, the Payment Amount and Remaining Balance lines update so you can confirm the order will reach a zero balance.
Step 4 — Choose how the payment is being made from the Payment options dropdown. Leave the Extra payment checkbox unchecked, an unchecked box means the payment counts toward the total-equals-paid balance. The available payment options and what each one does are described in the section "Payment options and what each one does" below.
Step 5 — Click Make Payment. WaveRez records the payment against the order. If the payment method processes a charge (WR Credit Card or Card on File), WaveRez runs the charge through Stripe at this moment. The order's paid amount increases by the payment amount, and the balance due drops accordingly. When the paid amount equals the total amount, the order is fully settled and no longer flagged as needing attention.
Add an extra payment for a tip, deposit, or other charge
An extra payment is a payment that sits on top of the order total. It does not count toward the total-equals-paid balance and does not reduce the balance due. Extra payments cover tips, damage deposits, and any other charge that is not part of the order's ticket price. An extra payment will never settle an order that has a balance owed, because it is tracked separately from the total and paid amounts.
Step 1 — Open Quick Pay from either the Quick pay button in the top-right corner of the Order Details screen, or the Add payment option in a guest row's three-dot menu on the Manifest. The Choose Amount and Payment Method popup opens.
Step 2 — Enter the amount of the tip, deposit, or other charge in the Payment amount field.
Step 3 — Choose how the payment is being made from the Payment options dropdown. The available payment options and what each one does are described in the section "Payment options and what each one does" below.
Step 4 — Check the Extra payment checkbox. A second dropdown appears below it with three choices: Tip, Deposit, and Other. Below is the Quick Pay popup with the Extra payment box checked and the extra payment type dropdown open.
Step 5 — Select the extra payment type. Choose Tip for a gratuity, Deposit for a temporary damage deposit, or Other for any charge that is not a tip or a deposit. What each type does is described in the section "Extra payment types: Tip, Deposit, and Other" below.
Step 6 — Click Make Payment. WaveRez records the extra payment against the order. If the payment method processes a charge (WR Credit Card or Card on File), WaveRez runs the charge through Stripe at this moment. The extra payment is shown separately on the order in smaller figures below the main totals, labeled with its type. It does not change the order's total amount, paid amount, or balance due.
Extra payment types: Tip, Deposit, and Other
When the Extra payment box is checked in Quick Pay, you must select a type. The three types behave as follows.
Tip is a gratuity added on top of the order. A tip does not count toward the total-equals-paid balance, so it never affects whether an order is settled. A tip does appear on WaveRez reports.
Deposit, in the Quick Pay context, is intended for temporary damage deposits. It is an extra payment that does not factor into the total-equals-paid balance. (WaveRez has a separate deposit feature elsewhere in the system; the Deposit type inside Quick Pay specifically covers temporary damage deposits taken against an order.)
Other covers any extra payment that is not a tip or a deposit. Like the other extra payment types, an Other payment does not count toward the total-equals-paid balance.
The table below summarizes how each payment category behaves.
Payment category | Counts toward Total = Paid? | Shown where on the order |
Standard payment (Extra payment unchecked) | Yes, reduces balance due | In the main Total and Paid figures |
Extra payment, Tip | No | Separately below the totals, labeled Tip; also appears on reports |
Extra payment, Deposit | No | Separately below the totals, labeled Deposit |
Extra payment, Other | No | Separately below the totals, labeled Other |
In prose: a standard payment is the only category that reduces an order's balance due and moves it toward settled. All three extra payment types (Tip, Deposit, and Other) are tracked separately, shown in smaller figures below the main totals with their type label, and never change the total amount, paid amount, or balance due. Tips additionally appear on WaveRez reports.
Payment options and what each one does
The Payment options dropdown in Quick Pay lists every method available for recording or charging a payment. The methods fall into two groups: methods that process a real charge through Stripe, and methods that only record that a payment was received.
Methods that process a real charge through Stripe:
WR Credit Card charges a credit card through Stripe at the moment you click Make Payment. Use this to enter and charge a card that is not already saved to the order.
Card on File charges a card already saved to the order. When a card is saved to an order, the dropdown shows it as Card on File followed by the last four digits, for example Card on File: ---- ---- ---- 1234. Selecting it charges that saved card through Stripe for the payment amount when you click Make Payment. This is the option to use for charging a tip or other extra payment to a card the customer already used.
Methods that only record a payment without processing anything:
Cash records a cash payment. When you select Cash, you type in the cash amount and WaveRez updates the figures for you. No charge is processed; the payment is recorded only.
Card Hold records the card information only. It does not process the card for any amount, not even a zero-dollar authorization. Use it to keep a card on the order without charging it.
Gift Certificate records the payment only and does not process anything.
Any other custom payment type in the dropdown behaves the same way as Gift Certificate: it records the payment without processing a charge.
Methods that send the customer a link to pay themselves:
Send Payment Link via Text Message texts a payment link to the phone number on file. The link is for the amount entered in the Payment amount field.
Send Payment Link via Email Message emails the same payment link to the customer.
Open Payment Link as QR code displays the same payment link on screen as a QR code for the customer to scan.
⚠️ Record-only methods do not move money. Cash, Card Hold, Gift Certificate, and custom payment types only record that a payment happened, they do not charge anything. Only WR Credit Card and Card on File run an actual charge through Stripe. Use a record-only method only when the payment has genuinely been collected by another means.
What happens after a payment is added
After you click Make Payment, WaveRez records the payment and updates the order. A standard payment increases the order's paid amount and reduces the balance due; when the paid amount equals the total amount, the order is fully settled. An extra payment does not change the total amount, paid amount, or balance due, and is instead shown in smaller figures below the main totals, labeled with its type (Tip, Deposit, or Other).
Every payment is recorded in the order's Log tab. A standard payment is logged as a payment that factors into the total-equals-paid balance. An extra payment is also logged, shown below the standard payment figures with its extra payment type label, and does not factor into the total due or total paid.
Troubleshooting
The order still shows a balance due after I added a payment. The most common cause is that the Extra payment checkbox was checked when the payment was added. An extra payment (Tip, Deposit, or Other) does not count toward the total-equals-paid balance and will never reduce the balance due. Open Quick Pay again and add the remaining balance as a standard payment, meaning with the Extra payment box left unchecked. The balance due figure in the popup shows exactly how much is still owed.
I selected a payment method but no charge went through. Only WR Credit Card and Card on File process an actual charge through Stripe. Cash, Card Hold, Gift Certificate, and custom payment types only record that a payment was received, they do not charge anything. If you intended to charge a card, reopen Quick Pay and select either WR Credit Card to enter a new card, or Card on File to charge a card already saved to the order.
A tip I added is not reducing the order balance. This is expected behavior. A tip is an extra payment and does not count toward the total-equals-paid balance, so it does not reduce the balance due. The tip is recorded separately and shown below the order totals labeled as a tip, and it appears on WaveRez reports. If the order has a balance owed, that balance must be settled with a standard payment, with the Extra payment box unchecked.
I want to charge a tip to the card the customer already used. If a card is saved to the order, the Payment options dropdown shows it as Card on File followed by the last four digits. Enter the tip amount in Payment amount, check the Extra payment box, select Tip as the type, choose Card on File from the dropdown, and click Make Payment. WaveRez charges the saved card through Stripe for the tip amount.