Tipping In Facility

Facility has built-in support for tipping. Tips can be added to any invoice, paid or unpaid, from both the admin dashboard and by your clients from the Mobile App or Client Portal. You can then decide how those tips are disbursed to staff members and include them on Staff Time Shifts Reports.

Adding A Tip To An Invoice

Tips can easily be added to any invoice.

1. Locate the invoice to which you want to add a tip and click the Edit link.

   

   
   

2. Click the “Add Tip” button at the bottom of the invoice: 

   

   
   

3. A new window will appear, allowing you to set any tip amount: 

   

4. After setting the tip amount desired, click the “Save Tip” button.

Enabling And Disabling Tipping

To allow clients to add a tip from the Mobile App or Client Portal, you must first allow them to do so from Settings > Client Settings > Portal Settings under the "Invoicing" section:

Adding A Tip As A Client

Clients can add tips to any open or paid invoice that doesn't already have a tip that has been disbursed to staff.

Adding A Tip To Open Invoices

From the Client Portal within the Invoices section, they'll click "Make A Payment":

Then, they can click the "Add Tip" button next to the invoice:

On the Client App, after tapping Invoices > Make Payment on an invoice, they can add a tip to any open invoice while making a payment, as well as set the selected tip percentage as an auto tip (if they do not already have one set).

Adding A Tip To Paid Invoices

Clients can also add tips to invoices that have already been paid. To do this, they can navigate to the Invoices section of their Client Portal and then click on the "Paid Invoices" tab. From there, they can click the "Add Tip" button next to the invoice:

Similarly, on the Client App, they will open the "Paid" invoices tab and click to add a tip:

Adding or Adjusting An Automatic Tip in the Client App

Clients can check the "Apply This Tip Percentage To Future Invoices" box (if they do not already have an Automatic Tip set up) to add this tip percentage as an Auto Tip to future invoices.

If a client already has an Auto Tip set up, they will not see this option, and their auto tip will automatically be added. They can still add an additional tip on top of their Automatic Tip.

Adding Or Adjusting An Automatic Tip In The Client Portal

In the My Info section of the Client Portal on the right-hand side of the screen, clients can add or adjust their Automatic Tip amount. This flat rate or percentage will be automatically added to invoices created after the Automatic Tip is added.

Clients can adjust this amount anytime by clicking the pencil icon next to "Auto Tip" and changing the amount and/or type. Then, they select the percent (%) sign for a percentage or the dollar ($) sign for a flat rate amount. Once they have entered their desired Auto Tip amount, they click the floppy disk icon to save.

Tips For Cancelled Services

When services are canceled on an invoice containing a tip, that tip will remain where it is on the invoice. To remove the tip from the invoice, you can do so manually by clicking the “Edit” icon next to the tip, changing the tip amount to $0.00, and saving your changes. If the invoice has already been paid, the tip will be moved to the client’s open payment balance, which you can apply to another invoice.

If you would like to refund the tip after removing it from a client’s invoice, you can do so by navigating to the client’s Balance Sheet, finding the tip payment in the list of payments, clicking “Edit” on the payment containing the tip, and then clicking “Refund Payment” in the bottom left corner of the Edit Payment screen.

Editing & Removing Existing Tips

To edit or remove an existing tip, open the Edit Invoice screen, then click the "Edit Tip" button in the lower left-hand corner:

Disbursing Tips To Staff

General Overview

Before disbursing tips to your staff members, it's important to read through the entire process to understand how tipping works in Facility:

1. Tip is added to an invoice, and the invoice is then paid.
2. That tip is then available to disburse to staff.
3. Disbursing the tip adds it to the selected staff's tip balance, which can be equated to a "tip jar".
4. Tips will continue accumulating in a staff member's tip balance/tip jar until they are emptied by disbursing the tip.

To disburse tips to staff:

1. Navigate to Staff > Pay Center > Tips tab.

   

2. All tips available for disbursement will be listed in the "Non-Disbursed Tips" section.  
3. Click the “Disburse” button for the tip you want to disburse.

4. A new window will appear with all staff members. Here, you can choose how to disburse the tip amount by inputting the amount in the Amount To Disburse column in the $ text box.

   

5. After manually adding the amount disbursed to staff, please note that the total cannot exceed the total tip available in the invoice.
6. When ready, click “Save & Disburse”.

The Window will close, and the tips disbursed will be added to the designated staff's tip balances. The tip will disappear from the “Non-Disbursed Tips” list and will move to the “Disbursed Tips” list.

Bulk Disbursing Tips

Instead of manually disbursing tips one by one, you can use the Bulk Disburse tool to disburse multiple tips from various clients at one time.

1. From Staff > Pay Center > Tips tab, click the Bulk Disburse button:

   

2. A new screen will open, listing all the tips to disburse.

   In this screen, you can choose the amount to disburse to staff in the textbox, click the invoice number or Calendar links to view the invoices and connected events from which the tip came, and check the "Skip This Tip" option to skip disbursing any tips.

   

3. Once you're ready to disburse, select the "Disburse Tips" button.

   

4. A new window will open, asking you to confirm:

   

5. After confirming, you'll see a progress screen when the tips are disbursed.

How To Undo A Disbursed Tip 

You can undo a tip disbursement from Staff > Pay Center > Tips tab in the "Disbursed Tips" section. Click "Show" next to the disbursement you want to undo:

Then, click "Undo Tip Disbursement":

Viewing Staff Tip Balance And History

To see a history of tips you've disbursed to a staff member, as well as what their current tip balance is (tips that have not yet been disbursed to staff), navigate to the staff member's profile and click on the Tip Balance tag:

A new screen will open with a history of tip disbursements with a link to the client invoice it came from, as well as a log of when tips are "paid out" on a pay stub:

FAQs

Q: Can clients add tips to invoices after they have been paid?

Yes! See the Adding A Tip To A Paid Invoice section above for those steps.

Q: If there has been a tip on an invoice, is the client able to add another tip?

The client can add another tip by going to the Invoices section of their portal/app, clicking "Make A Payment" and then clicking "Add Tip." 

Q: How does a client leave a tip that's not attached to a specific invoice?

You can create a new, blank invoice with just a tip added to it and then allow the client to pay for it. For more information, see Creating A Blank Invoice To Add Custom Line Items And/Or Tips (No Events).

Q: Are clients enrolled in automatic charging able to tip?

Yes, tipping is absolutely an option with Automatic Charging. Clients can go in any time and add a tip to an invoice, even after it's been paid, or enable Auto Tipping in their My Info of the client web portal. See Automatic Tips.

Q: Is the auto-tip feature retroactive?

Auto tips will be added only to invoices created after a client enables Auto Tipping

Q: Can a tip from cancelled services be applied to future invoices?

When services are cancelled, the tip will remain on the invoice. You can manually remove it by clicking the "Edit" icon next to the tip, changing it to $0, and saving. That will move it to the client's open payment balance, which you can then apply to another invoice.

Q: Do client tips get paid directly to the staff member, and where does the money from the tip actually go? 

Time To Pet does not pay your staff directly. The process of disbursing tips is simply a tool that will help you calculate what to pay your staff outside of Time To Pet via your payroll processor or another preferred method.

That said, as soon as a client pays a tip, the money is paid out to the payout account saved in Time To Pet Payments powered By Stripe, along with all other client payments.