Payments, Part Payments and Outstanding Balances

Payments are recorded against each invoice by mode, part payment and paying party. Outstanding balances are listed by age, with reminders that can be sent on a schedule.

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Paid, part paid or promised

An emergency bill may be paid partly in cash, with the rest promised for the next morning. When that sits on a note in the file, nobody can later say what is owed. The module records each payment against the invoice and shows the balance.

Taking the money

At the counter

Cash, card or UPI goes onto the invoice as it is taken, so the receipt matches the bill and the day’s figures by mode. Nothing is retyped.

By link

A payment link sent to the phone suits an owner collecting a pet or settling a bill after discharge.

Advance and deposit

Taken before a surgery or a boarding stay, held on the account and adjusted on the final bill.

Part payments

A partial payment and the later balance are recorded as two payments against one invoice, not as an unpaid bill.

Refunds

A cancelled procedure or unused deposit is returned against the original payment, with the reason. The original payment stays visible.

Owner, insurer and other accounts

Owner and insurer

A bill split between the owner’s share and the amount claimed is held as one invoice with two parties.

The claim

The date submitted and the amount settled are recorded. An unpaid claim shows up.

Corporate and breeder accounts

A kennel or breeder settling monthly is billed on account rather than per visit.

Multiple pets

One owner with three animals sees one balance, with each pet’s treatment shown separately underneath it.

Outstanding balances

By age

The list shows what is owed and for how long, oldest first if the clinic sorts it that way, so it can be worked through on a quiet afternoon.

Reminders

A balance reminder can be sent on a schedule set by the clinic, not when somebody feels able to ask.

At the next visit

The balance shows when the owner books again, so it is raised at the counter, not chased by phone. The owner is asked once.

Day end

Cash counted is compared with cash recorded, and card with card, so a difference is found the same evening. Differences surface early.

FAQ

Frequently asked questions

Can an owner pay part of the bill now and the rest later?

Yes. Each payment is entered on the invoice with its date and mode, and the balance is what remains. The account shows partly paid rather than unpaid. Nothing is lost.

Does it handle pet insurance claims?

Yes, as tracking. A bill can be split between the owner’s share and the amount claimed, and an insurer that has not paid appears on the outstanding list.

Can we take payment without the owner coming to the counter?

Yes, through a payment link sent to their phone. It suits discharge after a procedure. The owner is collecting a pet and need not queue.

How do advances for surgery or boarding work?

An advance is taken against the account before the procedure or the stay and adjusted on the final bill. If the final amount is lower, the balance shows as refundable.

Does the day end tally cash and card separately?

Yes. The day’s takings are reported by mode, so counted cash can be compared with recorded cash and any difference is found on the day.

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