Checking Out Customers

When a pet is ready to go home, the invoice shows the total that the customer owes. The invoice lists the pet's stay price, any extra services, and any products the customer bought.

A Pending invoice. The quick actions are Edit, Post, and Void. The banner lets you apply the captured deposit.

Petsoft creates some invoices for you automatically: a pre-payment invoice at booking, and a final invoice at checkout. You can also create an invoice yourself by clicking New Invoice on a customer's record. To create the final invoice, click Finalize and Invoice after the pet checks out.

How an invoice moves

Every invoice has one of four statuses:

Status	What it means
Pending	A draft. The customer does not owe this amount yet. This is the only status where you can edit the invoice lines.
Open	Posted to the customer's account. The customer owes the balance.
Paid	Fully paid.
Void	Canceled. It does not count toward the customer's balance.

warning

You cannot undo posting. When you post a Pending invoice, its status changes to Open. After that, you can only pay the invoice, void it while it is unpaid, or use Modify Invoice to void and recreate it. Make all your edits before you post the invoice.

Finding invoices

The Invoices link in the left navigation menu shows a number for the unposted and open invoices at your facility. It opens two tabs:

• Invoices — lets you filter by Invoice Status (All Statuses, Pending, Open, Paid, or Void) and Search Date (from the past 30 days to the past 2 years). The columns are Invoice Number, Status, Customer, Date, Reservation, and Total.
• Checked-Out Reservations — lists pending invoices from checked-out reservations that you still need to post. Use this tab as your end-of-day list.

Each customer also has an Invoices tab. Its columns are Invoice Number, Kind, Status, Invoice Date, Invoice Total, Remaining Balance, and Reservation. It also has an Outstanding Only filter and an Include Invoices Since list.

What's on an invoice?

Item	Where it comes from
Stay price	Your service rate for the run's rate level, the number of pets, and the length of stay.
Holiday Surcharge	Petsoft adds this charge for each pet on each holiday date, but only if you set up a fee for it. Petsoft does not add this charge automatically.
Add-ons	Extra services such as a nail trim or extra playtime, added to the pet's stay.
Products	Food, treats, and toys. A staff member adds these to the invoice.

Editing a Pending invoice

While the invoice is Pending, the edit page shows quick actions: Add Services, Add Food (shown only when you have a house-food product), Add Product, Add Store Credit, Add Adjustment, and Add Promo Code. A Service Discount applies a percentage discount to service lines only.

Each line shows Quantity, Details, Original Price, Adjusted Price, and Price. When you change a quantity or a price, Petsoft updates the totals immediately.

There are two ways to save the invoice. Save keeps the invoice Pending. Save and Post Invoice saves and posts the invoice in one step.

Post, void, modify

• Post Invoice changes the invoice status to Open, and the customer then owes the balance. Posting a reservation invoice also marks the reservation as Invoiced and automatically applies any captured deposit. If the deposit brings the balance to zero, Petsoft changes the invoice status to Paid.
• Void Invoice works only when the invoice has no payments applied. On the invoice list, the button is disabled and shows this message: "Open invoices with applied payments cannot be voided." Refund the payments first, then void the invoice. When you void a reservation invoice, Petsoft asks whether to also cancel the reservation. Choose Cancel Reservation or Void Invoice Only.
• Use Modify Invoice to correct a posted reservation invoice. It refunds any pre-payment but keeps the original deposit charge. It then voids the invoice and creates a new Pending copy. The new copy keeps your manual edits, so you can adjust it and post it again.
• Mark as Paid appears only on an Open invoice with a zero balance.

Taking a payment

You take payments on an Open invoice's details page, under Payment Options. If the invoice is still Pending, post it first.

The Payment Option list shows these choices, in this order:

1. The customer's saved cards. Petsoft selects the default card for you.
2. Your active card terminals, listed by device name.
3. Cash.
4. Complimentary. You must type a reason. Petsoft saves the reason as a payment note.
5. Store Credit ($45.00 remaining). This option is listed first when it covers the whole balance.
6. Gift Certificate.

Select one, check the Payment Amount, and click Pay Invoice.

If you use an integrated card terminal, a Payment Device Transaction window opens. It shows the message "Communicating with the card terminal…" while the terminal processes the payment. Do not navigate away from this page until the transaction finishes. The customer taps or inserts their card. Petsoft then marks the invoice Paid and offers a receipt that you can print or email.

tip

Staff do not need to type the total. Petsoft sends the exact total to the terminal. This prevents staff from typing $30 by mistake instead of $300.

You can take partial payments. When you take a partial payment, Petsoft shows this message on the invoice: "This open invoice has been partially paid. Please make additional payments to complete the invoice balance." Petsoft keeps showing this message until the invoice is fully paid.

How the payment terminal works

Deposits, overpayments, and coupons

• When a deposit is captured, Petsoft shows a banner with this message: "A Pre-Payment in the amount of $X has been made for this reservation and can be applied to this invoice." Click Apply $X Pre-Payment to apply it.
• If a customer overpays a pre-payment, the customer chooses Purchase $X in store credit or Refund $X to [card].
• When the customer has daycare coupons that apply to this invoice, an Apply N Daycare Coupon(s) button appears. For more information, see Coupons & promo codes.
• You can apply only one promo code to each invoice. If a reservation already has a promo code, this page shows the code and does not let you change it.

Refunds and store credit

You need the Grant Refunds permission to issue a refund. Click Refund Invoice to start. See Store Credit & Refunds for the full procedure and for where store credit comes from.

Cards on file

The customer's Cards tab lists saved cards. The columns are Name on Card, the masked Card number, Expiration Date, Address, Payment Option (this shows which card is the default), and Facility. A Show Cards From All Facilities switch is also on this tab.

• Add new card opens a secure card-entry form from your payment gateway. The facility must have an active online payment device for this form to work.
• The check button makes a card the default. The pencil renames it. The trash button deactivates it. Each action asks you to confirm first.
• If you select Keep on File during a payment, Petsoft also saves the card: "Saves the card details for future use at the current facility for the customer."

note

Petsoft never stores the full card number — just a token from the payment processor and enough digits to recognise the card.

Related

• Deposit Policies — what Petsoft captures at booking.
• Reservations — check-out and Finalize and Invoice.