Payments, Receipts, Invoicing & Pro-Rata Engine

The Payments section manages all financial operations for your facility: from monthly boarding fees to instructor payroll, with automated calculations and numbered receipts.

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How the billing engine works

The system automatically calculates the amounts due from each member based on:

• Boarding fees for the horse (or pro-rated share in case of co-ownership).
• Lesson subscription for the month.
• Membership dues or annual registration.

If changes occur mid-month (e.g. a horse arrives or departs mid-period), the engine automatically applies a pro-rata calculation proportional to the actual days.

Recording a payment

1. From the sidebar, go to Payments.
2. In the Receivables view, find the member.
3. Click Collect (or Collect balance, if the member has already paid a deposit).
4. Select the payment method: Cash, Bank Transfer, POS / Card or Other.
5. Click Confirm collection. The system automatically issues a numbered document, but does not email it: to get the PDF, go to the Transactions view, open the row menu and choose Download document.

Staff payroll (Payables)

In the Payables view, the system automatically calculates instructor earnings based on lessons taught during the period. The admin can record the payment with the Pay button (or Pay balance). No numbered document is issued for staff payouts: numbering applies only to money collected from members.

Payment statuses

Each payment goes through one of the following statuses:

• Scheduled — not yet due.
• Open — due but not yet collected.
• Overdue — the payment deadline has passed.
• Partial — a partial amount has been collected.
• Paid — fully settled.
• Cancelled — the item has been cancelled and is no longer due.

Tip: in the Overview view you will find Total Income (everything you have charged members in the selected year, including what has already been collected) and Overdue Income (what is left to collect among charges already past due).