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Bill your boarders

Monthly board, extra services, holds while a horse is away, and recording what owners pay.

ForAdmins

On this page

Livery billing mostly runs itself: once a horse has an active contract, its board is charged every month without you lifting a finger. Your part is to keep extras and holds right, and to record the money when an owner pays. Most of it happens on the Boarding page, which only admins see.

Before the first bill

Once, before the first bill, check Billing day and When to raise the charge in Settings → Boarding. Plans, contracts & charges explains each one, and Take on a boarder covers registering the contract.

Bill the month

  1. Monthly extras, such as a supplement or a rugging service, are charged only once they're on a contract. In Settings → Services & price list (how services are priced), click Add to contracts under the service, pick the contracts and a start date, then click Add.
  2. Log one-off extras when they happen. On Boarding, click Log service, pick the horse and the service, check the date (or the number of days), then click Done. The message tells you whether a charge was raised and when it's due.
  3. Is a horse away for a competition or rehab, but keeping its box? Open its contract, go to Holds and click Add hold. Set From and, if you know it, To (optional). Then enter a lower monthly price for that time, or a discount, and click Save.
  4. When anyone is behind, Boarding shows a red banner with the overdue total and an Overdue chip. Click either one to see only those contracts. Each one shows how many days overdue it is and how much is overdue.
  5. When an owner pays, open their contract, go to Charges and click Record payment. The amount is already filled in with what's open on this horse. Change it if they paid a different sum.
  6. Pick how they paid (Cash, Card or Transfer), add a note if you like, and click Record payment.

Part payments are fine: whatever is left stays open until the next payment.

If something's off

  • A new horse isn't being billed. Its contract is still a draft. Open it and click Activate contract.
  • A monthly extra says "Not accruing yet". It's in your price list but on no contract. Use Add to contracts (step 1).
  • A charge is wrong. Click the charge's amount, then pick Change amount, Waive or Cancel charge. Each one says what it does, and waiving or cancelling asks for a reason.
  • The owner can't see the bill. Only the contract's payer sees amounts. Open the contract and check Payer. To change it, click Edit.

What happens by itself

  • Every month the board charge appears on its own, together with any monthly extras on the contract.
  • 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. Your other admins are told about the payment too.
  • If someone pays more than they owe, the extra stays on their balance and goes towards what they owe next.
  • An owner's service request shows up in Requests and on the Care board straight away. Once someone ticks it off on the Care board, it's charged, unless the horse's plan already includes it.
  • The payer sees every charge and payment under My horses in their app.

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