Boarding Package Setup: Configuring Your Board Offerings in BarnBeacon

Getting your boarding packages configured correctly in your barn management software is foundational to accurate billing. A horse on the wrong package gets billed the wrong amount every month until someone catches it. A package with the wrong included services generates billing disputes. This guide covers how to set up boarding packages properly.

Before You Configure: Document Your Package Definitions

Create a written reference document with every package you offer. For each package, list:

1. Package name (as it will appear on invoices and in client communication)
2. Monthly price
3. Exactly what is included: List every service that is included without additional charge. Be specific. "Two feedings daily of hay per barn schedule, water ad lib, daily stall cleaning, access to small paddock from 8 AM to 3 PM."
4. Exactly what is not included: List the services that incur additional charges when used. "Grain, supplements, blanketing, farrier coordination, veterinary coordination, additional turnout, trailer loading."
5. Who this package is for: Brief description of the typical client for this package, which helps during sales conversations.

This document is your reference. Configure software to match it exactly.

Package Configuration in BarnBeacon

In BarnBeacon, packages are configured as templates that can be applied to any horse. Steps:

Create the package template: Enter the package name, monthly price, and description. The description appears on invoices if you choose to include it, so write it as client-facing language.

Set the default billing frequency: Most packages are monthly recurring. If you have any packages billed differently (weekly for temporary care, or annual for a deposit), configure accordingly.

Link standard add-ons: If certain packages always include specific add-ons (a training package that always includes a weekly training log), link those add-ons to the package so they populate automatically when the package is applied to a horse.

Create the add-on library separately: Add-ons that are optional rather than package-standard should be in the add-on charge library, not linked to packages. See boarding billing setup for the add-on setup process.

Applying Packages to Horses

Once your packages are configured, apply the correct package to each horse's record. Verify:

• Is the package name correct?
• Is the monthly price correct for this horse? (If a horse negotiated a different rate, that should be noted)
• Does the horse have any standard add-ons that should be linked?

After applying packages, generate a test invoice for each horse and verify the charges are correct before going live.

Updating Packages

When you change a package price, update the template. The new price applies to all horses on that package for the next billing cycle. Update before the invoice generation date to ensure the new price appears on the next invoice.

When the definition of a package changes (you add or remove an included service), update the template description and communicate the change to all boarders on that package with appropriate notice.

For the full billing setup context, see barn billing setup and boarding billing management.