Starting and Processing a Transaction (Complete Guide)

How to locate a repair order and process payment in DealerWorks

The steps for starting a transaction differ depending on whether your dealership is integrated with a Dealer Management System (DMS). Once the transaction is open, select your payment method from the options below.

Starting a Transaction — Integrated with DMS

When DealerWorks is integrated with your DMS, repair orders sync automatically and appear in the transaction list. Use the search bar to locate the specific RO before processing payment.

1. 1 In the left navigation, expand General and click Process Transactions.
2. 2 The Process Service Transaction screen opens, showing a list of open repair orders pulled from your DMS. You can scroll the list or use the Search Invoice ID field at the top to locate a specific order.
3. 3 Click into the Search Invoice ID field and type the Invoice ID or Repair Order number. Searching triggers a sync with your DMS — this is useful if billing amounts or details have not yet carried over to DealerWorks.
4. 4 When the repair order appears, confirm the customer name and balance are correct.
5. 5 Click the blue Payment button on the repair order row to open the payment processing options. Then select your payment method from the sections below.

Starting a Transaction — Without DMS Integration

Without a DMS integration, transactions are created manually. The cashier selects the department, enters the customer's information and order number, and inputs the amount before processing payment.

1. 1 In the left navigation, expand General and click Process Transactions.
2. 2 Select the appropriate department tab at the top of the screen — for example, Service, Parts, or Body Shop. The transaction form and field labels will update based on the department selected.
3. 3 Enter the customer's name in the name field and the order number in the order number field. Enter an email address if you plan to email a receipt.
4. 4 Enter the total amount due in the Amount field.
5. 5 Click Receive Payment to open the payment processing options. Then select your payment method from the sections below.

Processing Payment

Once the repair order is open and the payment window is displayed, select the payment method that applies. Watch the video for the method you are using, or follow the link for the full written article.

Terminal Payment (Card Reader)

The customer taps, inserts, or swipes their card at the payment terminal. This is the standard method for in-person card payments.

1. 1 In the payment window, select the Terminal tab.
2. 2 Under Terminal Payment, select the terminal you want to use from the available options, then click Process [Amount].
3. 3 A confirmation screen displays the transaction amount, any applicable surcharge, and the final total. Review the details. If surcharge override is enabled at your dealership, you may toggle Bypass Additional Amount before proceeding.
4. 4 Click Confirm to send the payment request to the terminal. DealerWorks will display Processing on Terminal.
5. 5 Ask the customer to tap, insert, or swipe their card at the terminal to complete the payment.

For more detail, see Process a Terminal Payment.

Keyed Card Entry

Used when a card cannot be read by the terminal, or when the customer is not present. Card details are entered manually. Keyed entry carries a higher processing rate and requires the Keyed Entry permission to be enabled on your account.

1. 1 In the payment window, select the Keyed Entry tab. If this tab is not visible, your account does not have the required permission — contact your DealerWorks administrator.
2. 2 Enter the customer's card number, expiration date, CVV, and billing zip code into the required fields.
3. 3 Click Process to complete the transaction.

For more detail, see Process a Keyed Card Payment.

Payment Request

Sends a payment link to the customer via text message, email, or both. The customer completes payment on their own device. Useful when the customer is not at the counter or has already left the dealership.

1. 1 In the payment window, select the Payment Request tab.
2. 2 Select how to send the request — via Text Message, Email, or both — and enter the customer's contact information.
3. 3 If needed, attach a document or customize the message before sending.
4. 4 Click Send Payment Request. The customer will receive a link to complete payment on their own device. DealerWorks will update the transaction status automatically when payment is made.

For more detail, see Send a Payment Request by Text or Email.

ACH / Pay by Bank

The customer pays directly from their bank account. The transaction status in DealerWorks updates within 1–2 business days. Funds reach the dealership's bank account within 3–5 business days of processing.

1. 1 In the payment window, select the ACH Direct Debit tab.
2. 2 Enter the customer's bank details: Account Holder Name, Account Type (Checking or Savings), the 9-digit Bank Routing Number, and the Account Number. Then enter the customer's billing City, State, and Zip Code.
3. 3 Review all entries for accuracy, then click Process Payment to authorize the transaction.

For detailed steps, see Process an ACH Direct Debit Payment. For information on timing, see ACH Payments: Processing Time vs. Bank Settlement.

Buy Now Pay Later (BNPL)

The customer finances their repair through a third-party lender. Once the lender confirms approval and funding, enter the lender's reference number in DealerWorks to record the payment. BNPL must be enabled for your dealership — contact your DealerWorks administrator if this option is not visible.

1. 1 In the payment window, click the BNPL tab. If this tab is not visible, BNPL may not be enabled for your dealership — contact your DealerWorks administrator.
2. 2 Enter the required information in the BNPL Reference Information field per your dealership's requirements. This is typically the lender's confirmation or reference number.
3. 3 Click Process to finalize and log the Buy Now Pay Later transaction.

For detailed steps, see Process a BNPL Payment.

Cash Payment

Used to record a cash payment in DealerWorks. No card or bank processing occurs — the payment is logged for reporting purposes.

1. 1 In the payment window, select the Cash tab.
2. 2 In the Cash Reference Information field, enter the denominations received (for example, 2×20, 1×10). Many dealerships use this field to document the bill breakdown for easier cash-out reconciliation.
3. 3 Review the amount for accuracy, then click Process to finalize the transaction.

For more detail, see Process a Cash Payment.

Check Payment

Used to record a payment made by personal or business check. The payment is logged in DealerWorks for reporting — no electronic processing occurs.

1. 1 In the payment window, select the Check tab to open the Check Methods screen.
2. 2 Select the appropriate check type: Personal Check, Business Check, Cashier's Check, or Insurance Check.
3. 3 In the reference information field, enter the required details per your dealership's settings. Most dealerships enter the Check Number here for easier tracking.
4. 4 Verify the details are correct, then click Process to complete the transaction.

For more detail, see Process a Check Payment.

Money Order

Used to record a money order payment in DealerWorks. This payment type must be enabled for your dealership — contact your DealerWorks administrator if it is not visible in your payment options.

1. 1 In the payment window, select the Money Order tab. Enter the reference information required by your dealership's protocols in the Money Order Reference Information field.
2. 2 Click Process to finalize and log the money order payment.

For detailed steps, contact your DealerWorks administrator or reach out to support@dealerworks.io.