Boarding Barn Billing Setup: Configuring Your Invoicing System

Setting up billing for a boarding barn correctly from the start prevents the compounding errors that develop when the foundation is wrong. A horse assigned the wrong board rate generates an incorrect invoice every month. An add-on charge that isn't in the system never gets billed. This guide covers the setup process step by step.

Step 1: Document Your Charge Structure Before Touching Software

The most important billing setup step doesn't involve software at all. Write out your complete charge structure:

Board packages with prices: List every board type you offer with its exact monthly price. "Stall board: $850/month. Pasture board: $450/month. Stall and paddock: $700/month."

What each package includes: Spell out what is and isn't included in each package. This determines what you bill as add-ons.

Add-on charges with prices and billing method: "Blanketing (daily on/off): $55/month flat. Additional grain: $30/month per bucket. Medication administration: $15 per administration. Coggins coordination: $25 per certificate."

Late fee structure: Due date, grace period, fee amount or percentage.

This document is the reference for everything you configure in software. If the software and the document disagree, the document is the source of truth. Update the document when your prices change, and then update the software.

Step 2: Configure Board Package Templates

Create a template in BarnBeacon for each board type. Name it clearly (not internal codes that only you understand), set the monthly price, and note what it includes. This template is applied to each horse, not entered from scratch each time.

Step 3: Build the Add-On Charge Library

Create a charge item for every service on your add-on list. Use names that are clear on an invoice: a charge labeled "BK-SM" means nothing to a boarder. "Blanketing - monthly" is self-explanatory.

Step 4: Enter All Current Horses and Owners

Enter each horse with its owner's contact information and the correct board package. Link multiple horses to the same owner if applicable. Enter any current add-ons that should appear on the next invoice.

Step 5: Enter Current Add-On Charges for the Period

If you're mid-month when you set up, enter any add-on charges that have already occurred this period so they appear on the first invoice.

Step 6: Configure Invoice Settings

Set your invoice generation date, delivery date, due date, grace period, and late fee rule. Configure automated reminders for before and after the due date.

Step 7: Run a Test Invoice

Generate invoices for a few horses and review each line item. Verify the board rate, any add-ons, and the due date are correct. Fix any errors before sending to owners.

For ongoing billing guidance after setup, see boarding billing management and barn billing invoicing.