Financial administration: how it works

Financial administration brings together everything that turns work in your stable into revenue. It is used by stable owners, accountants and staff who handle billing, bookkeeping and reporting, and it connects directly to the planning, activity and purchase parts of the app.

Pricing

All monetary values start with the price definitions. In the Settings page you enter the company’s VAT rates, income and expense categories, and you assign a price (ex‑VAT) to each activity type and service. Those prices are later used automatically when the system creates billable items.

How it works together

1. Settings – define company details, VAT percentages, categories, and set prices for activities and services.
2. Recurring services – create recurring service contracts for horses. Each billing period automatically generates a billable item based on the price you set.
3. Expenses – record purchases from suppliers. Allocate each cost item to general costs, to a customer, or to one or more horses. When an expense is allocated to a customer or horse you can mark it for invoicing, turning it into a billable item.
4. To invoice – view all pending billable items (activities, recurring services, orders, expense‑derived items). Fill any missing fields with the Add missing info button and tick the rows you want to charge. Then press Create invoice to generate a draft invoice.
5. Invoice – open the newly created draft from the Invoices list, edit line items if needed, then click Finalize invoice to lock it, assign a number and optionally send it by e‑mail.
6. Invoices – see every invoice, filter by status, download PDFs, or push finalized invoices to your bookkeeping software.
7. Payments – record incoming payments, link them to the corresponding invoice and update the payment status (Open, Pending, Paid, Failed).

Good to know

• Only users with financial‑management rights can access these pages; others see a Forbidden message.
• Items in To invoice that miss required fields display Add missing info; you must complete them before creating an invoice.
• Draft invoices stay editable; after you click Finalize invoice they become read‑only except for payment‑related actions.
• Only finalized invoices can be sent to bookkeeping or combined into a PDF; draft invoices are ignored.