Quickstart
The Airpay POS app is an innovative mobile payments and invoicing app that provides your business with an enhanced mobile selling and invoicing experience.
Optimised for small retailers, market stalls, and trades; Airpay POS simplifies the process of accepting money from clients.
The app is designed to be straight-forward and easy to use, but, if you get stuck, these help pages will assist you in navigating past any issues.
Airpay POS Portal
As well as the mobile app, you also have access to the Airpay POS Portal. The portal shares many similarities with the mobile app, but is designed for use on larger screens and provides additional features and reporting capabilities.
Downloading the Airpay POS App
First, download the Airpay POS app from the Google Play Store or from the App Store .
If you need help downloading the app, please see Downloading Airpay POS instructions.
For more information about device compatibility, please see Device Compatibility.
Create Your Account or Sign In
When you first launch the Airpay POS app you'll be prompted to choose between Create Account or Sign In.
If you already have an account or received an email with your account details, then simply choose Sign In and enter your credentials. Select Sign In to continue.
If you don't have an account yet, select Create Account and enter your email address and a secure password that you can remember. Select Create Account to continue.
Forgot your password?
See our troubleshooting page for details on how to reset your password.
Next you'll need to choose a name for your business. This name will appear on any invoices or receipts that you send. Don't worry, you can always change it later.
Tap Next to continue; now you can choose your business mode. Choose the business mode that you think most reflects the type of business you run. You can read more about the different modes on the Modes page. As with your business name, you can always change your mode later.
Just want simple payments?
If all you want to use Airpay POS for is to take card payments but you don't want any of the invoicing or product management capabilities, then you should choose Retail Mode and turn on Simple Mode.
If you haven't already applied to be able to take card payments, you may be prompted to do so. Applying for a Card Reader or Airpay TAP will allow you to take card payments in the Airpay POS app, applying will take a little while; so if you're unsure please select No for now - you can always apply later.
Fill in your business details!
Once you've finished, you'll end up on the Dashboard and see a Complete Your Business Details card. If you select Complete Now , you can provide a few more details about your business which will appear on any invoices or receipts you send to your customers. You can also come back and edit your details from Settings.
Navigating the App
Your main way of navigating through the different features of the app will be the nav bar down at the bottom of the app. Depending on the business mod you have chosen you may have different options here but in general it will look something like this:
You can use the options here to navigate around the main sections of the app detailed below.
Your dashboard provides an overview of your business.
This is the first thing you'll see every time you open Airpay POS and should help you understand how your business is going.
The invoices tab shows you all your active (unpaid) invoices, quotes and drafts. This is where you should look to create new invoices or do anything with existing ones.
The Invoices tab is only visible in Invoicing, and Hospitality modes. In Hospitality mode this tab is called Orders.
The Register tab allows you to make direct sales by adding line-items (either via the keypad or from your product list) and then quickly charge the customer.
The paid tab shows you all of your sale history. Any of your sales and refunds will appear here.
Note that in Hospitality mode this tab is called Receipts.
The more tab allows you access to additional features that can help you manage your business, such as reports, inventory & customers, card reader tools, help, and more.
Getting Ready for Card Payments
Once you've finished creating your account or signing in you'll end up on the Dashboard.
If you're using Airpay TAP and using a supported device, then simply choose Enable under Card Payments at the top of the dashboard. This will configure your device to take payments without any additional hardware.
Otherwise, if you have a Quest card reader, then select Choose Card Reader under Card Payments at the top of the dashboard (this may say "Preparing Card Payments" while the app is still starting up). Simply tap on this button to start searching for nearby card readers.
If you don't yet have a card reader and would like to do cash sales instead, then please proceed to the next section.
Can't see Choose Card Reader?
If you don't have a Choose Card Reader option on your dashboard then your account hasn't been enabled for card payments. You'll need to apply for a Card Reader and wait for approval. If you feel this is in error then please contact support.
Make sure your card reader is turned on and then find its serial number in the list. Select your card reader from the list to initiate pairing.
If this is the first time you've connected to this card reader you might be prompted to assign the card reader to your company - simply select Proceed to continue.
Can't find your serial number?
If you have the contactless only card reader then the serial number should be displayed at the top of the screen. Otherwise press the enter key on your card reader to show the serial number on the screen.
Once the device is paired, the card on the dashboard screen should now show your connection status. Your card reader will automatically reconnect whenever you open the Airpay POS app as long as its turned on.
Create a Sale
This section describes how to make a quick sale in Retail mode. Invoices work very similarly, but you should read more about them on the Invoices page.
graph TD
A[Open Register tab] --> B[Use Keypad];
A --> C[Add items];
B --> D[Press Dollar Icon];
C --> D;
D --> E[Select Payment Type];
E -->|complete payment| F[Send receipt];
Select the Register tab at the bottom of your screen to view your register.
As you type into the keypad that value will automatically get added to your active basket. If you'd like to add multiple line-items to your basket you can tap the + button to the right of the amount display.
Tip
You can customise the line-item that you're adding to your basket directly by tapping on the grey amount displayed after you've entered the amount. This way you can give the line-item a name or make other changes.
You can also look at the Item list by selecting that tab (if you have products enabled), however if you've just started you won't have any products yet.
You can view the current line-items in your active basket by tapping on the total (with the bag icon) at the top of the screen. From here you can delete (by swiping), modify (by tapping) your line-items, or add a customer to your sale. You can also add notes or clear the sale entirely to start over.
Making Payments
Once you've created a sale as above you can immediately make a payment for it.
Simply tap the dollar button at the bottom right of your screen to begin making a payment.
The payment screen asks what type of payment you'd like to do and has a few different options:
| Type | Description |
|---|---|
| Card | This will allow you to accept a card payment from your customer using your card reader or Airpay TAP. |
| Cash | If you take a cash payment you can enter the amount of money your customer has handed over and Airpay POS will calculate any change for you. |
| Other | This allows you to record a payment that was made using a different method such as a bank transfer or cheque. |
Simply choose the payment method your customer would like to pay with and follow the instructions in the app.
If you'd prefer to do a split payment, you can tap the Partial Payment button to split your sale into multiple payments.
Tip
Partial payments can be split between different payment types i.e. cash and card.
Once you've successfully completed a sale you'll see a confirmation screen and have the option to send your customer a receipt. Simply enter their email address or mobile phone number to send them a copy of the receipt.
You can send (or re-send) receipts later by finding the relevant invoice, sale or refund on the Paid tab, selecting it, and then choosing share from the overflow menu.
Sending an SMS receipt
SMSes are sent using your devices SMS client. Your phone or tablet will need to have a valid SIM card and have support for sending SMSes, if you'd like to send your customer a receipt this way.
Next Steps
Now that you know how to create and process a basic sale you should be able to keep exploring the Airpay POS app on your own.
If you get stuck, then you can read more about the features and functionality of Airpay POS in the detailed help section.
If you have any comments or feedback, then please get in touch!