Many aspects of Time To Pet Facility’s built-in invoicing can be configured to better suit your company’s needs in the Settings > Invoicing & Payments > Invoice Settings section of your account. In this article, we'll review how you can configure the Invoice Settings for your Facility account, including options to set due dates for client invoices, create Automatic Cancellation Fees for your company, and enable our Deposits feature.
IN THIS ARTICLE
Check out this video from our Customer Experience team on the Invoice Settings section of your Time To Pet Facility account!
Invoice Note
This note will automatically be added to every invoice generated in Time To Pet Facility. An example note would be something like: “We appreciate you being a customer! Payment can be made in your Client Portal or Mobile App. We accept cash, all major credit cards, and Apple and Google Pay."
Invoice Due Date
This setting lets you set automated due dates for your client invoices. The options available from the dropdown menu are as follows:
On Date of First Service – The invoice’s due date will be set to the date the first scheduled service takes place
Before First Service – A configurable number of days before the date that the first scheduled service takes place
On Date Of Last Service – The invoice’s due date will be set to the date the last scheduled service takes place
After Last Service – A configurable number of days that the invoice will be due after the date that the last scheduled service takes place
Day Of First Month – A configurable day in the month that the first service of the invoice occurs will be the due date set for the invoice. For example, an invoice from March 25th – April 2nd would have its due date set to a day in March
Day Of Next Month – A configurable day of the month immediately following the date of the last service of the invoice that the invoice will be set to be due. For example, an invoice from March 1 – 16th would have its due date set to a day in April. An invoice from June 15 – July 15th would have its due date set to a day in August
1st or 16th Of Month - Based on the last service on the invoice. If the last service date falls between the 1st and the 15th of the month, the invoice due date will be set to the 16th. If the last service date falls between the 16th and the last day of the month, the due date is set to the 1st of the following month
Creation Date – The date the invoice was created.
Note: These options do not control when invoices are sent to your clients or when clients are charged. Invoices must be emailed to a client manually by selecting the invoice or sent in bulk using the Bulk Invoicing tool. Clients can pay their invoice from their Client Portal or Mobile App, or they can be charged by an Admin or Scheduler with the correct permissions from their profile or in bulk using the Bulk Invoicing tool. For more information on what is emailed to your clients, see our guide on When Time To Pet Emails Your Clients.
Invoice Date
This setting allows you to configure an automatic date for your invoices. This is simply the day the invoice is dated and does not affect the payment due date for things like Automatic Charging. The options available from the dropdown menu are as follows:
On Date of First Service – The invoice’s date will be set to the date the first scheduled service takes place
Before First Service – A configurable number of days before the date that the first scheduled service takes place
On Date Of Last Service – The invoice’s date will be set to the date the last scheduled service takes place
After Last Service – A configurable number of days after the date that the last scheduled service takes place
Day Of First Month – A configurable day in the month that the first service of the invoice occurs. For example, an invoice from March 25th – April 2nd would have its due date set to a day in March
Day Of Next Month – A configurable day of the month immediately following the date of the last service of the invoice. For example, an invoice that takes place from March 1 – 16th would have its date set to a day in April. An invoice from June 15 – July 15th would have its date set to a day in August
1st or 16th Of Month - Based on the last service on the invoice. If the last service data falls between the 1st and the 15th of the month, the invoice date will be set to the 16th. If the last service date falls between the 16th and the last day of the month, the invoice date is set to the 1st of the following month
Creation Date – The date the invoice was created on
Automatic Cancellation Fees
When an event is marked as Cancelled, Time To Pet will use the rules created here to determine what clients will be charged within a specified time frame. A default cancellation charge can also be configured to apply to all cancellations that do not match any existing rules.
You can create new fees by selecting the + New Automatic Fee button:
Automatic fees can be based on cancellations made the same day after a set time, cancellations made for tomorrow after a set time, and cancellations made less than a certain number of hours in advance:
Automatic fees can be charged at the full-service price for a cancellation, a flat rate, a percentage of the service price, or no charge:
Next Invoice Number
By default, invoice numbering starts at "1" and is incremented each time an invoice is generated. You can reset the number used for the next generated invoice by changing this value.
For example, if you set this to 1000, the next invoice you generate will be 1000, the invoice after that 1001, etc:
Deposits
If you are connected to our integrated payment processor, Time To Pet Payments powered by Stripe, you will see additional options available for configuration at the bottom of the page to enable our built-in Deposits feature, which will allow you to automatically collect deposits from clients when they submit requests through their Client Apps or Portals:
For more information on creating new deposit rates and setting them up for your Time To Pet Facility services, see our help article on this feature here: Deposits.