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Manual Charges & Ledger

Throughout the month, clients accumulate variable charges for things that aren't fixed monthly rent, like vet visits, farrier appointments, or buying extra feed. These sit in an "unbilled ledger" until the end of the month.

1. Adding a Charge (Create)​

When a client buys something or uses a service, you add it to their ledger. Click "Add Charge".

Here is what each field means:

  • Member: The person who has to pay.
  • Horse: (Optional) The specific horse this charge relates to (e.g., shoeing a specific horse).
  • Service: Select what they are being charged for from your Service Catalog.
  • Quantity: How many they bought (e.g., 2 bags of shavings).
  • Date: The date the service was provided.
  • Description: An optional note that the client will see on their invoice (e.g., "Emergency vet call at 2 AM").

2. Viewing the Ledger (Read)​

You can view the "Unbilled Ledger" dashboard to see a long list of every charge that is waiting to be invoiced. This shows you how much variable income is currently pending for the month.

3. Changing a Charge (Update)​

If you made a typo on the quantity or price before the invoice is generated:

  1. Find the charge in the unbilled ledger.
  2. Click "Edit".
  3. Fix the amount, description, or date.
  4. Click "Save".

4. Removing a Charge (Delete)​

If you accidentally charged the wrong person, or decided to give the service away for free:

  1. Click on the mistaken charge.
  2. Click "Delete".
  3. The charge completely disappears from their unbilled ledger.

(Note on Auto-Capture: The system is designed so that when staff complete a task like "Farrier Visit" on their daily sheet, it will eventually automatically Create this charge for you without manual data entry. This is awaiting full implementation.)