Invoicing and payment methods are only available at the Professional subscription level.
Only team members with ADMIN permissions are able to use or view the Financials functions.
Invoices are generated from billable service records and any associated fees charged to a horse, with invoices being created in the account name of the Owner/Billpayer, Owner Group member by percent split, or Billpayer only if different from the owner.
Although the ability to view current account balances for already invoiced fees and receive payments is available in the the mobile app, the only way to create, view/modify, or send out via email invoices is ONLINE.
*There will be info boxes through the process within Stable Secretary that can help guide the invoicing process with helpful tidbits and directions!*
Create Invoices
Invoices are generated from billable service records charged to a horse or contact’s account. Don’t see enough records appearing when creating invoices? Double check the “billable?” setting on the custom Services & Prices list.
Invoices can be created using the big red “ADD” button or within the “Financials” tab, selecting “Create invoice”.
StableSecretary will send an email to alert the creating user that the invoices have been generated. This is fairly quick but may also take a few minutes if a large number of invoices are being generated all at once via create > multiple invoices.
How To: Services and Prices
The services & prices list, accessible through settings -> scroll down to service & prices menu on left side, services & prices, is the place to add all the various kinds of services the facility may offer, from everyday services like “extra bedding” or “hold for farrier/vet” to bespoke services like “equivibe/theraplate” or “solarium light” and everything in between.
**there is a special list for therapy types, but no set price field on that list. It is recommended to add in-house therapy offerings that the farm charges for and are administered by farm staff to this custom services list. This can make record keeping, services tracking, and billings accurate and easily added.
StableSecretary has some general services already added, these are all editable and delete-able as may be needed. To add a new service, click the “add new service” button in the upper right and fill in the information into the popup menu. Click the “save” button to save it and make it available in your list or the “cancel” button to clear the form and close the popup menu. This same popup menu will appear when editing a service.
There are 4 on/off toggle switches that can be used for every service:
- general? meaning it is an everyday, any time type service or added fee, available to be added to horses or contact accounts via add service record menu.
- competition? which can make it a service to be chosen when adding records specifically for a competition or horse show, via add service record for competition menu
- billable? meaning will it charge the associated account when invoiced
- schedule? meaning it can be schedule ahead of time and placed on the calendar to be done. these items can also be turned into recurring events which will repeat automatically, with the service price being charged automatically to appear when the invoices are generated.
Editing service names will change the name across all existing records not yet billed to an invoice.
Editing service prices will NOT change the price on existing records, unbilled or billed.
Deleting a service DOES NOT delete it from existing records, unbilled or billed.
Create a Single Invoice
In the “Financials” tab, click the smaller red “create invoices” button, choose single invoice.
Creating a single invoice is a much more detailed and customizable invoicing process.
- In field 1, select the account to invoice from the dropdown menu.
- There is the option to include the current account balance and the account statement with the invoice using the check boxes.
- In field 2, enter invoice details.
- the invoice date and due date can be changed, a reference number can be added.
- optional invoice notes and a custom message to clients can be typed into their respective fields.
- Autofill your message to clients via settings > your invoices > invoice settings.
- In field 3, filter records to be included by date range. Records that have already been billed within this date range will NOT be included.
- Records can be filtered as “all” to include billed records of any kind, “all except competition” to invoice all non-competition specific records, and “only competition” to bill only the service records created via competitions.
- Field 4 lists all the to-be-invoiced billable records which may or may not have prices on them.
- check each line item included yes/no via the checkbox on the lefthand side.
- Owner group split percentages will dictate how much of the service record price each person pays. This percentage is shown and auto-calculated when billing an owner group member.
- Each line item can be edited via the pencil edit icon on the righthand side.
- PLEASE NOTE ALL EDITS AND DELETIONS TO RECORDS WITHIN THE CREATE INVOICE FORM WILL EDIT OR DELETE THE ACTUAL SERVICE RECORD, INCLUDING FROM HORSE’S RECORD HISTORY!
- “Save Draft” will allow future edits or changes before being able to send or receive payments against the invoice.
- “Save Final” will generate a finalized invoice. This can then be sent via email, printed, and have payments received against it’s balance.
- “Cancel” clears out the whole form and puts the admin back on the “Financials” page.
Video Tutorial create single invoice
Create Multiple Invoices
In the “Financials” tab, click the smaller red “create invoices” button, choose multiple invoices.
Creating multiple invoices is a more simplified process, allowing for faster invoicing.
- In field 1, select the accounts to be billed, either by selecting them from the “by account” dropdown or by tag from the “by tag” dropdown.
- In field 2, enter invoice details.
- the invoice date and due date can be changed.
- invoice notes and a custom message to clients can be typed into their respective fields.
- Autofill your message to clients via settings > your invoices > invoice settings.
- In field 3, set the date range for records to be included within the 6 month limitation window.
- A reference number can be added, can toggle to include or not the account balance and account statement.
- “Create invoices” will generate the invoices for all the accounts chosen.
- This process can take a bit of time depending on how many accounts are being billed at once.
- Owner group splits will apply, records that have already been billed will not be included.
- To edit the invoices, wait for them to be generated then click the pencil edit icon for each invoice in the list, make changes, save draft again, save final or cancel to undo changes and revert to the original invoice.
Video Tutorial create multiple invoices
Manage Invoices
To manage invoices, use the “Financials” tab and click either the small “Invoices” button on the left side OR open the “Invoices” dropdown, second in line.
Draft vs Final invoice, how can I tell which is which? Draft invoices will have a white sheet of paper icon in the status column and the pencil edit icon available in the “Actions” column.
Invoice Status symbols key
- The white sheet of paper icon means draft invoice
- The black sheet of paper icon means finalized invoice
- The calendar page icon means the final invoice has been sent out to its recipient
- The yellow dollar sign icon means partial payment applied or forgiven/cleared
- The green dollar sign icon means the invoice has been paid in full
Invoice Actions symbols key
The pencil icon means edit, it opens the edit screen
The hand with dollar sign icon means receive payment, opens the popup payment menu
The paper airplane icon means send, usually via email
The eyeball icon means view, to see either the draft or final invoice
The trash can means delete as it always does
Draft Invoice Actions
- Clicking the edit icon, draft invoices can be modified before finalizing. This will return the admin to the same form as creating the invoice to make any needed changes. Click “save final” when ready to generate a final invoice.
- Clicking the payment icon on draft invoices, a popup menu to finalize and receive payment all at once opens. Choose which kind of payment to record before clicking the “finalize & record payment” button.
Finalize & Record Payment options
- Finalize & Record full payment will finalize and fully pay off the invoice all at once without sending it anywhere
- Finalize & Apply payment or credit allows finalization with a partial payment or using any amount of credits to pay towards the balance.
- This option opens the full “receive payment” form
- Finalize & Mark invoice void/forgiven/uncollectible allows all the charges on that particular invoice to be “paid” by clearing out the charges. They won’t appear again to be billed, they won’t contribute to the overall account balance, the records will still be on the horse’s history.
- Using the send icon on draft invoices, a popup menu to finalize and email the invoice to 1 email at a time opens. Input an email address if need be and press “Send Invoice”.
- Using the view icon, the contents of the invoice can be viewed. This page offers a toolbar in the upper right with all the same symbols. The invoice can be finalized, emailed, payment received, printed, deleted, all from this toolbar.
- The delete icon will, as always, delete the invoice. The billed records on that invoice will revert to unbilled and can be included on a future invoice.
Video Tutorial edit invoices
Finalized Invoice actions
- Using the payment icon, payment towards that invoice can be recorded in the popup menu.
Record Payment options
- Record full payment will fully pay off the invoice all at once
- Apply payment or credit allows a partial payment or using any amount of credits to pay towards the balance.
- This option opens the full “receive payment” form
- Mark invoice as void/forgiven/uncollectible allows all the charges on that particular invoice to be “paid” by clearing out the charges. They won’t show up on the next invoice, they won’t contribute to the overall account balance, the records will still be on the horse’s history.
- Using the send icon to email the invoice out to the standard email or manually enter an alternate recipient address.
- Using the view icon, the invoice can be viewed. This page offers a toolbar in the upper right with all the same symbols. The invoice can be emailed, printed, marked as sent, receive a payment towards, deleted, all from this toolbar.
- Use the trash can to delete this invoice. The billed records on that invoice will revert to unbilled and can be included on a future invoice.
Account Credits
Create Credits
There are 2 main ways to create credits: via the big red “ADD” button on the home page or the “Create Credit” button in the “Financials” tab.
- In the “Financials” tab, click the smaller “create credit” button.
- From the new account credit form, select which account to give credit to, what date, the amount, any comments needed.
- Click “Save”.
Recording an overpayment (aka recording a payment where the total dollar amount exceeds the balance due) either online or in the mobile app will also create an account credit.
Overpayment is the only way to create credits within the mobile app.
Manage Credits
Within the “Financials” tab, there is a dropdown called “Credits”, fourth in line. This shows the history of when credits have been created and why.
- To edit credits, click the edit icon.
- Changes can be made to the date, credit amount, and any comments that may be included.
- Click “Save”.
Credits can be deleted by pressing the delete icon.
Only credits which have been manually added via the “create credit” button can be edited or deleted.
Credits created by overpayment or from deleting a paid or partially paid invoice (aka refunding), can only be viewed.
Account credit balance is viewable from a contact’s profile page as an admin only. Other user roles cannot access financial related reports or information.
Video Tutorial creating account credits
Online Payments
Receive Payments Online
An invoice must be finalized before payment can be recorded against it’s balance due. Full and partial payments can be recorded, as well as voiding or forgiving the balance.
Payment funds types
“New Funds” denotes recording money received outside of Stable Secretary. Use the “payment method” text box to note what form the money came as, cash, check, card, paypal or similar online service, etc. Overpayment by new funds, aka recording a payment with a dollar amount exceeding the balance due, will convert the extra monies into account credit.
“Account credit” denotes using the credits on the account towards the current invoices due. This choice only appears if credits exist. Need to create credits? Look here.
Receive Payment Form
Use the big red “Add” button or the smaller “Receive payment” button in the “Financials” tab to record a payment in the “receive payment” page.
- In field 1, select an account from the dropdown menu.
- In field 2, set the payment date, payment method, payment amount, add any comments needed
- In field 3, choose how to apply the payment.
- Auto-apply payments will apply the payment amount to the oldest invoice first, but always some amount towards all the open invoices
- Custom-apply payments allows the admin to manually enter a dollar amount to an invoice. The admin can determine the split themselves if there are multiple invoices.
- In field 4, double check the auto-apply payments amounts look acceptable or manually enter the amount applied to each invoice for custom-apply payments.
- Click “Save” to record payment towards that account.
OR
Payment popup menu
Clicking the hand with dollar sign payment symbol opens the payment popup menu. It has a similar but simpler function.
In the “Financials” tab, “Invoices” dropdown report or from a contact’s Profile Page, “Invoices” tab:
- Click the hand with dollar sign payment icon
- Choose from record full payment, apply payment/credit, or mark invoice as void/forgiven/paid outside StableSecretary.
- Record full payment will fully pay off the invoice all at once
- Apply payment or credit allows a partial payment or using any amount of credits to pay towards the balance.
- This option opens the full “receive payment” form
- Mark invoice as void/forgiven/uncollectible allows all the charges on that particular invoice to be “paid” by clearing out the charges. They won’t show up on the next invoice, they won’t contribute to the overall account balance, the records will still be on the horse’s history.
- Set the date and add any comments needed.
- Click “Save”.
Receive Online Payments for Sent Invoices
- Integrate with Stripe or Equestrian Payment Solutions to receive online payments.
Video Tutorials
Recording a payment by new funds
Recording a payment by account credits
Receive Payments in the Mobile App
Financial reports within the mobile app are more limited than online. An admin can view account balances, a list of all invoices and their statuses which can be filtered, as well as a payment history report which can also be filtered.
Only payments can be received in the mobile app. No invoices can be viewed or generated.
Recording an overpayment within the mobile app creates an account credit.
To record a payment in the mobile app, use the big “+” then select “Receive Payment” at the bottom OR tap the payment icon from the upper right of the financial reports.
Payment funds types
“New Funds” denotes recording money received outside of Stable Secretary. Use the “payment method” text box to note what form the money came as, cash, check, card, paypal or similar online service, etc. Overpayment by new funds, aka recording a payment with a dollar amount exceeding the balance due, will convert the extra monies into account credit.
“Account credit” denotes using the credits on the account towards the current invoices due. This choice only appears if credits exist. Need to create credits? Look here.
- In field 1, select an account from the dropdown menu.
- In field 2, set the payment date, payment method, payment amount, add any comments needed
- In field 3, choose how to apply the payment.
- Auto-apply payments will apply the payment amount to the oldest invoice first, but always some amount towards all the open invoices
- Custom-apply payments allows the admin to manually enter a dollar amount to an invoice. The admin can determine the split themselves if there are multiple invoices.
- In field 4, double check the auto-apply payments amounts look acceptable or manually enter the amount applied to each invoice for custom-apply payments.
- Click “Save” to record payment towards that account.
We are here to help. Please contact us with questions or suggestions.
Email support@stablesecretary.com.
Call or text (617) 564-1241.
Visit Support Page.
Worried about getting all your information put in? Got a little behind on the day-to-day recording? Ask about our data entry services!
