Plans, contracts & charges

The Boarding module runs the other half of a barn's business: horses that live at your barn. You set up a price list of plans, register a contract per horse, and Nose generates the monthly charges on its own — you only record the payments. Admins manage everything here: the Boarding page — contracts, charges and payments — is admin-only, and so are owners' service requests in Requests. Instructors and helpers work the care side described below (the Care board and the health register), and helpers never see any money.

View full-size image

Close image

Turn the module on and set your rules

1. Go to Settings → Boarding and switch on Enable the boarding module. Admins get a new Boarding section in the menu, and monthly charges start generating automatically.
2. Set the defaults that match how your barn bills. Each one saves as soon as you change it — there is no Save button:
   • Billing day — the day of the month a board charge is due (1–31; 31 means "the last day of the month" — the 28th in February, the 30th in April).
   • Generation lead — how many days before the billing day the charge appears for the owner. It only matters when you bill in advance; in arrears the field is disabled.
   • Overdue after — how many days after the billing day an unpaid charge is marked overdue. It defaults to 0: overdue as soon as the billing day passes unpaid. If one owner pays on a different day, change the billing day on their contract instead.
   • When to raise the charge — In advance — for the current month (August's board is due in August) or In arrears — for the closed month (August is billed once the month has ended, and falls due in September). It covers board, holds and monthly subscriptions; services billed per occurrence are always charged the moment they are performed. Changing it asks first and says what the switch will do — moving to in arrears can raise last month's charge tonight, already overdue.
   • Partial-month billing — how arrivals, departures and plan switches mid-month are billed: Pro-rata by days, Started weeks, or Full calendar month.
   • Notice period — how a contract's end date is computed after notice: End of the next calendar month (the common custom) or a fixed number of days, set in the Notice length row beneath it.
3. Build your price list under Boarding plans with Add plan, the last row of the list: a name, a description of what's included (visible to owners), the monthly price, and an optional day rate for short stays. Click a plan to change it; Archive is at the bottom left of its editor.

Each contract can override the billing day, the partial-month rule, and whether it bills in advance or in arrears — one horse on different terms doesn't force a settings change. A change applies to charges generated from then on; those already issued keep their due date.

Register a contract

View full-size image

Close image

1. Open Boarding in the menu and click New contract.
2. Pick the Horse and the Payer — the person the charges go to. The payer must be a member of your barn (usually the horse's owner; invite them first if needed, see the owner portal).
3. Pick a Plan, or choose No plan (custom price) and enter a negotiated monthly price.
4. Set when it Starts, and optionally an end date for fixed-term stays ("horse hotel").
5. Optionally add a Deposit — it is charged when the contract is activated and settled when the contract ends.
6. The Billing preview at the bottom shows exactly what will be charged and when — including a prorated first month — before you save anything.
7. Click Save draft. The contract is saved as a draft: nothing is billed yet. When the horse actually arrives, open the contract and click Activate contract. If it's already standing in your barn, Activate on the form does both in one go.

Monthly charges — automatic

Once a contract is active, Nose generates its board charge every month. Billing in advance, the charge appears ahead of the due date by your generation lead. Billing in arrears, it is raised once the month has closed and falls due in the month that follows — the generation lead doesn't apply then, and the field is disabled. Generation is safe and never doubles up — a month that's already billed is skipped. The contract's Upcoming charges panel shows what's coming; Generate now creates anything already due without waiting for the daily run.

Charges come in kinds you'll recognize on every list: Board, Service, Adjustment, Hold, Deposit, Deposit refund. An unpaid charge moves through three states: Accrued (it exists, but its due date hasn't arrived), Due (past the billing day, still inside the payment term), and only then the red "N days overdue" chip — red appears only once the due date plus your payment term has passed. At a term of 0 a charge is overdue the day after it falls due, exactly as before. Once paid it is Settled — or Waived / Canceled if you decide so.

The service catalog: when each kind bills

Under Settings → Services & price list you build the price list for extras — blanketing, lunging, supplements and the rest. It has its own page, outside Boarding, because care and health price from it too (see Services & price list); the Boarding settings page links to it. How one bills depends on its pricing model:

• Per occurrence and Per day — you log the work when it happens (Log service in the Boarding menu, or the contract's Services tab), and the charge is created right away, due on the billing day of the month after the work was done. The confirmation tells you whether a charge was raised and when it falls due.
• Monthly (subscription) — this one bills alongside the board charge: in the same monthly run, on the same billing day, and under the same advance/arrears rule as board on that contract. In advance the generation lead applies to it too; in arrears the subscription — like board — is raised once the month has closed. Adding the service to the price list bills nothing on its own — it has to be attached to every contract that should be charged for it.

Attaching a monthly service to contracts:

1. In the list under Settings → Services & price list, every monthly service has a line beneath it saying Attached to N contracts. When it is attached to none, an amber warning takes the counter's place — "Not accruing yet — add it to contracts so it starts billing." — meaning it is in your price list, but nobody is being charged for it.
2. Click Add to contracts on the service, pick the contracts (you see each one's horse, payer and plan), set a start date and save. Nose attaches the service to every contract you picked; if one fails — it already has that service for the period, say — you see exactly which and why, and the rest still go through.
3. You can also attach a service to a single contract from that contract's Services tab (Attach service) — the same operation, one horse at a time.

Attached subscriptions also show on the contract overview, under the monthly price, together with the effective monthly total (board + subscriptions).

Recording payments

View full-size image

Close image

On the contract's Charges tab:

1. Click Settle on an open charge.
2. Enter the amount (the outstanding amount is pre-filled), pick the Payment method — cash, card or transfer — and optionally a note.
3. Click Record payment.

Part payments are fine: the charge stays open and shows how much is already paid. Paying more than is owed turns the surplus into the payer's account credit automatically. Cash payments land in the cash box of whoever recorded them, exactly like ride payments — so Earnings stays honest. You can also settle boarding charges from the Earnings page's client receivables view, alongside unpaid rides.

Three corrections are always available:

• Waive — forgive a charge (a reason is required).
• Cancel charge — remove a wrong charge (a reason is required); the correct one can be generated again.
• Add adjustment — a one-off plus or minus line, e.g. damage repair or a goodwill credit. Positive = payable, negative = credit.

Horse away? Use a hold

If a horse leaves for a while (competitions, rehab) but keeps its stall, add a hold on the contract's Holds tab: a date window plus either a special price for that window, a percentage discount, or nothing (full rate). Billing follows the hold automatically.

Notice and ending a contract

• Give notice — the end date is computed from your notice rule and shown before you confirm; the notice month remains payable. A notice can be withdrawn as long as the contract hasn't ended.
• End contract — pick a reason (owner's/barn's notice, horse sold, and so on) and the end date. The Billing corrections preview shows exactly which charges will be canceled, re-billed at a prorated amount, or adjusted — nothing changes silently.
• Deposit settlement — on an ended contract you can Apply the deposit to open charges (no cash-box impact) and/or Record refund for the rest, optionally as owner account credit. Nose caps it so you can never pay out more than the deposit held.

Times of day instead of clock times

Care work runs on rounds, not on a clock. Tasks, feeding lines and recurring chores are set to a time of day rather than an hour:

Three things worth knowing:

• A time of day is a round, not an alarm. Nose sends nothing and marks nothing late at 10:00 — the boundaries above only decide which round a task belongs to and the order the board reads in.
• Several rounds = several things to check off. A feed set to morning and evening is two separate rows on the board: you can check the morning one and leave the evening one for later, so the done/total counter stays honest.
• It is optional. With no round chosen a task simply belongs to the day ("any time") and waits at the bottom of the list.

When the plan changes today

• Change a ration and the board follows. Save a feeding line with a new amount and today's and tomorrow's rows that are still to do change with it; a line or a round you remove leaves the board. Rows already checked off keep what was actually fed.
• Horse away? Skip it. A feeding, chore or monthly-service row has a Skip button. The row stays on the board marked "Skipped", with who did it and when, and neither Refresh from care profiles nor a care-profile save brings it back as work to do. Undo skip puts it back. Helpers can skip too.
• Remove is for a one-off task that landed on the wrong horse or the wrong day.

The health register — farrier, vaccination, deworming

View full-size image

Close image

The farrier, vaccinations and deworming are cycles that concern the whole barn, not one horse. The health register shows them from that side: pick one kind and you see every horse in the barn for it, whether it has a date or not — not just the ones with something coming up soon.

It opens on All types, though: one list of every horse that is overdue or due in the coming week, whatever the kind, with each row tagged by its kind. Mark done works there and records that row's own kind. There are no check boxes, because a round is one kind at a time. An empty All types list only means nothing is due this week, not that every horse is set up: horses with No date or Not set up show only under their own kind.

1. Open the Care board (Care in the menu, right under Horses) and switch Tasks ⇄ Health in the header. The task board gives way to the kind chips: All types, Farrier, Vaccination, Deworming.
2. Pick a kind with its chip. The table shows every horse for that kind, grouped into bands. The row itself carries the color, not just the date badge — and only the first two bands get any, because when everything is lit, nothing is:
   • This round — overdue, due today, and the coming week. This is what you book now. An overdue row gets a red bar down its left edge and a faint red wash; today's and the coming week's get amber.
   • This month — worth adding to the round if someone is coming out anyway. Just a gray rule down the edge, no wash: this is an option, not a debt.
   • Later — nothing to do; it's here so it doesn't drop out of sight.
   • No date — the cycle is set up, but nobody has ever recorded the last one and nothing is planned. There's nothing to count a due date from, so the horse won't turn up in a reminder either — not until someone adds a last-done date on the horse's card, or plans the next one as a health event.
   • Not set up — the horse has no cycle of this kind at all, and nothing planned. Collapsed behind its count by default, because in most barns this is where most horses are; expand it to see which ones and set a cycle (Set cycle opens that horse's card on its Care tab, where the cycle is set; any horse's name in the register opens the same card). A horse with a planned date but no cycle isn't in this band — it sits in the band its planned date falls in.
3. Check the horses you're doing this round for — a bar appears under the table with a count, Clear, and Check off the round. Horses in the "This round" band are checked by default; add or remove any horse you like. A checked row goes gold and keeps its band bar — you see what is urgent and what you are taking at the same time.
4. In the Check off the round dialog, pick one done date for every horse you checked — it's one act, not eight separate dialogs. Any horse can still be dropped from the round up to the last moment, and you see a preview of each one's next due date. If you want, record this round's cost too — from that kind's own service price list (farrier usually has a few, e.g. "Full set" and "Front only"), with the amount adjustable and a payer (owner or barn) picked per horse. Only an admin sees this — an instructor checks off the round with no cost section at all.
5. On save, one message sums up the round: how many horses were checked off. Every horse in the round gets the visit in its History. A horse without this cycle is marked "no cycle — no next date" in the dialog: its visit is still recorded; there is just no routine to move forward. A round never sets up a cycle — for that, see Setting up a cycle for every horse at once.

The page keeps its place in its web address: the view, the day, the filters and, in Health, the kind and the All / Overdue / Done switch. Reload it, come back from a horse's card, or send the link to someone, and it opens the way you left it.

One horse, without the whole round

Not every check-off is a round. Rows in the This round and No date bands carry a Mark done button — the same one the cycle has on the horse's own Care tab. It opens a When was it done? dialog with one field: Date done. It defaults to today and cannot be pushed into the future, because this records work that happened, not a plan.

An admin gets one more field under the date: Record this visit's cost too. Check it and you get exactly the same cost row as the round — a service from that kind's price list, an adjustable amount, and a payer (owner or barn). It is off by default: a single check-off is the fast path, not the moment for money. An instructor sees the date and nothing else — there is no cost section there at all.

The price you don't have to retype

The amount Nose puts in the cost comes from three places, always in this order:

1. The price agreed for this visit — if the visit was planned and somebody named an amount on it, that always wins. Someone looked at this one visit and decided.
2. What this horse paid last time for this kind — because a recurring visit usually costs the same. It's the most recent cost of that kind recorded against that horse, whichever screen typed it: a checked-off round, a vet visit, or a cost added by hand in Finances.
3. The price list — the answer when this horse has no history of that kind yet.

A suggestion is only a suggestion — you can always overwrite the amount before saving. And 0 is a real price ("the farrier threw the fronts in"), not a missing one: record it that way once and that's what comes back next time.

The same rule drives the round, the single Mark done, and adding a health event. On a health event with one caveat: step 2 only applies when the event is for one horse. With several horses (or "Whole barn") "last time's price" would have as many answers as there are horses, so the price list is what's offered.

Health events — one visit, one record

The register above answers who is due. A health event answers what actually happened, and what is planned next. Each one is its own record — the date, the type, what it covered, a note, who did it and, if the barn paid, a price — and nothing overwrites anything: last year's vaccination is still readable after this year's.

That is the difference between an event and a routine. A routine (the health cycle on the horse's Care tab) is a rule: how often, plus the date of the last one. Recording a round moves that single date, and the date it replaces is gone. An event is the record of the round itself, so a horse builds a history — and a planned event is a decision ("the farrier is booked for the 3rd"), which a routine cannot express at all, since its next date is only ever arithmetic.

The two work together. The routine still says how often; the event says what was done and what is booked. Where a horse has a planned date, that is the date the register shows and the date the reminders follow. Where it hasn't, the routine's arithmetic answers exactly as it always did.

Recording one

View full-size image

Close image

On the Care page in the Health view, click Add event — admins and instructors; helpers don't get the button. It opens on what the register is showing: the kind you picked and the horses checked for the round (in Done, the kind and horse you filtered by; under All types, Farrier with no horses picked yet).

• Type — deworming, vaccination, farrier, vet, dentist, physio or breeding. The last four are new: they never had a cycle, so until now there was nowhere to record them at all.
• Date sets the Status for you: today or earlier is Done, a future date is Planned. Pick a status by hand and Nose stops guessing — changing the date afterward won't overrule you.
• Horses — as many as you like, or Whole barn in one click. "Whole barn" is stored as the whole barn, not as the list of horses standing there this minute, so a horse that arrives before you save is included.
• What it covers — the vaccine, the dewormer, "front shoes only".
• Price — admins only, and only on a Done event, because a plan is never a bill. Fill it in only if the barn paid and the owner is to settle up; if the owner paid the vet directly, leave it empty. Above one horse you also get a total, because a price × the whole barn is that many real charges from one button. The amount fills itself in when you pick a service from the price list, by the rule described above in "The price you don't have to retype".
• Note and Who did it — the note is this visit's ("suspected laminitis, stall rest, vet Thursday"); "who did it" comes from the barn's contact book, narrowed to the people who do that kind of work. A helper sees the event and what it covered, never the note.

The three repeat modes

Repeat is one question, asked because the answer decides what else gets written:

Repeat makes a guess until you pick it yourself. For deworming, vaccination and farrier it opens on One-off as soon as any horse you've chosen already has that routine, and on Recurring when none of them does. That protects the intervals you've already set: Recurring re-points every existing routine to the interval on the form, so one farrier visit logged with the six-week default would turn an eight-week trim into a six-week one. Pick Recurring yourself over such horses and the form says so before you save: "Replaces the interval already set for 3 horses." Recurring applies to deworming, vaccination and farrier — the three kinds that have a routine at all; on a vet, dentist, physio or breeding event the option isn't offered.

Setting up a cycle for every horse at once

Recurring is also the fastest way to clear the Not set up pile. When the whole herd was dewormed, shod or vaccinated on the same day:

1. Click Add event and pick the Type.
2. Set the Date to that day. Today or earlier makes the event Done.
3. Under Horses, click Whole barn.
4. Set Repeat to Recurring and check the interval next to it.
5. Click Save. Every horse that didn't have this routine gets one, counted from the event's date, and the message confirms it: "Also set the cycle for 12 horses."

A future date works too: the event is then Planned, and each new routine starts with that planned date as its first one due.

This works in one go only while no horse in the barn has that routine yet. As soon as one does, Repeat opens on One-off, and One-off sets up no routines. You can still switch to Recurring, but then every horse that already has the routine gets the new interval as well — the form tells you how many. To leave those horses alone, pick only the horses still missing the routine instead of Whole barn: none of them has it, so Repeat opens on Recurring and nobody else's interval is touched. Horses done on different days work the same way — one event per date, with the horses done that day.

On the horse

Every done visit lands on the horse's History tab, newest first, beside its absences and status changes — search it, or narrow it with Type. The Care tab keeps what comes next: each routine with its due date and when it was last done (See history opens History on that kind), Booked visits for anything planned, and the feeding plan, where ended lines fold away under Show ended lines. Admins also see a period's cost totals there; the entries themselves are one click away, under See entries in History. Recording a Done event also moves that routine's last-done date, exactly as checking off a round does — you never have to do both.

Done — the whole barn's log

View full-size image

Close image

The register answers who is due. An event is the record of one visit. Done is the third thing: one list of everything this barn actually did, newest first.

In the Health view, the switch at the start of the toolbar has three positions: All, Overdue and Done. The last one swaps the table of horses for the log.

• All seven kinds, not three. Vet, dentist, physio and breeding have no cycle, so they never appear in the register — here they do. Outside a single horse's own card this is the only place you can see that such a visit happened at all.
• Done only. Planned visits aren't here — those show as due dates in the register and under Booked visits on the horse's Care tab.
• One line per visit, in columns: Date, Horse, Type, What it was (the service or your own wording, together with whoever did it) and Note. On a narrower screen the columns drop one by one, but nothing is lost — a fact without its own column moves into the neighboring one. A helper never gets the note — for them the column simply isn't there, rather than sitting empty.
• Filters: type, horse and period. Three pickers sit on the toolbar beside the switch, and on a phone in the filter dock under the header. The type filter offers all seven — the register's chips speak for three, so the log has its own, wider one. A filter deletes nothing: Clear filters on an empty view puts the whole log back.
• Nothing drops off after a year. The period opens on All time and stays there until you narrow it yourself — the log has no time window. The list arrives 50 entries at a time; Show more adds the next batch and leaves what you've already read where it was.

Correcting a recorded visit

Admins and instructors get two buttons on the row: Undo on the left and Correct on the right. The order isn't accidental — undo can delete the record and its note for good (the confirmation tells you which of its two outcomes you're about to get), and correcting exists precisely so nobody has to undo.

Correct opens the recorded visit: you can change what it covered, the service, who did it and the note, then Save. What you cannot change:

• The kind and the status. They are what the visit is — a vaccination that was really a deworming is a different visit, not a typo.
• The price. On a done visit the money is already recorded separately, in the horse's costs; correcting the record doesn't touch it.

The date has its own button — Change the date — and its own confirmation, because it drags more than the visit with it: the visit moves in the horse's History too, and so does the routine's last-done date. It does not move the next planned visit. A plan is a date somebody booked, not the result of a sum — if it should move, move it on the plan itself. After a re-date the plan and the "last done + interval" arithmetic can point at different days; that is correct.

Two situations where Nose refuses to change the date and says why:

• the visit has a cost recorded — the cost carries its own date and its own settlement, so remove the cost first;
• the visit came from a logged barn service — change the date on that service, or it will come back on the next save.

CSV export

Above the list sits Export CSV, and it is admin-only. Instructors and helpers get no button, and typing the address by hand gets them nowhere — the file carries the visit notes, so only the role that already reads them can download it.

The file is exactly the list on your screen: the same filters — type, horse and period — only without the 50-entry page. Narrowed nothing? You get the whole log. The column headings are in English (`date, horse, kind, status, item, contact, note`) and that is deliberate: a CSV more often ends up in a spreadsheet or with an accountant than back in Nose. The data inside is in the barn's own language.

Good to know

• Who sees what: helpers never see boarding money; owners see charges only for their own horses, and only the contract's payer sees amounts. See the owner portal.
• Notifications: the payer gets a message when a new charge is issued, a reminder shortly before it's due, and a confirmation when you record their payment. Admins are notified of recorded payments too.
• Arrears at a glance: the Boarding list shows a red "days overdue" chip and the open amount per contract, so you see who to chase without opening anything.
• A payer with an active contract can't be deactivated or deleted — end the contract first.

Related

• Owner portal — your horse's board
• Health reminders — deworming, vaccinations & farrier
• Earnings