Boarding Barn Billing Software - Invoicing, Payments, and Service Charges Integrated with Operations

The problem this solves

Barns lose money when service charges are logged in one place, invoices are built somewhere else, and staff forget to tell the office what happened. End-of-month billing becomes detective work.

How BarnOps handles it

BarnOps connects the native iOS and Android apps used in the barn aisle with the web dashboard used by owners and managers. Staff log work where it happens. Managers review the record without chasing texts, paper notes, or screenshots.

• ✓Recurring board charges and packages.
• ✓Multiple horses per client.
• ✓Service charges by horse.
• ✓Lesson and training invoices.
• ✓Online payment by bank (ACH) or card through a BarnOps pay page on the barn's own Stripe account.
• ✓Invoice status for paid, due, overdue, and draft records.

How it connects to the rest of the barn

The value of BarnOps is that each feature lives inside the same equine facility management platform. Records, billing, care logs, forms, scheduling, chat, and staff accountability all reference the same barn, horses, people, and roles.

• ✓Chargeable services can tie back to horse records.
• ✓Stripe payments update BarnOps invoice records.
• ✓Managers can review billing beside care, forms, and client records.
• ✓Boarders can see their own invoices and pay online.

What does a month of billing look like in BarnOps Command?

Board is set once per horse, staff log extra services as they happen, and at month end the office sends one board invoice per billing contact with a pay link. Take Maple, on full board at a 40-stall barn. When staff log hand walking for Maple in the app, BarnOps checks her package. Included services cost nothing. Extra services become a Pending Charge at the package or catalog price, less any service discount.

On the first, the owner opens Invoices in HQ, picks the month and the boarder's horses, and BarnOps builds the lines. The most expensive horse pays full rate and each additional horse gets the barn's multi-horse discount. A horse that moved in on the 16th is prorated, and the line says "prorated 16/31 days". Open Pending Charges are added, and the due date comes from the horse's or package's due day.

Sending emails the boarder a Pay button. They pay by bank account (ACH) or card on a BarnOps pay page with no login, and the money goes to the barn's own Stripe account. Unpaid invoices turn Overdue after the due date, and a package late-fee policy drafts a late-fee invoice for review. Cash and checks are recorded with Mark paid and an optional check number.

What gets recorded?

BarnOps keeps setup, charges and payments as separate records, so each line traces back to its source.

• ✓Boarding enrollment per horse: package, rate override, billing contact, billing due day (1-31), board discount, service discount, start and end dates.
• ✓Board packages: name, monthly rate, due day, whether each service is included, an extra charge or unavailable, package price overrides, and late-fee amount, grace days and repeat interval.
• ✓Pending Charges: horse, service, date, quantity, billing unit, price applied, notes, and the record that created it, such as a blanket log or care action.
• ✓Invoices: recipient, line items by category, billing period, due date, status (draft, sent, paid, overdue, void) and the reason for any void.
• ✓Payments: amount, fee, Stripe or manual method, reference, refunds and disputes.
• ✓Recurring templates: recipient, line items, frequency, day of month (1-28) and days until due.

Who can see and change billing?

The barn owner controls billing, and other roles get narrower access.

• ✓Barn owner: everything, and only the owner connects Stripe.
• ✓Managers: billing only when the owner turns on manager billing access. The same switch covers payroll.
• ✓Staff: log services, which may create Pending Charges, but cannot build, send or mark invoices paid.
• ✓Instructors and trainers: invoice their own students only when the barn's invoicing model allows it, optionally through their own Stripe account.
• ✓Boarders: see only their own invoices, never drafts. "Sent" shows as "Currently Due" with a Pay button in the app.
• ✓The database blocks non-billing users from changing invoice status, amounts or payments.

What are the limits?

Billing has a few hard rules.

• ✓Billing requires the Command plan ($99/month). On Core, invoices and charges are switched off.
• ✓One board invoice per billing contact per month. A second one for the same month is refused until the first is voided.
• ✓Every billing contact needs an email address before board can be billed.
• ✓Card surcharges are off. A barn can pass on only a bank-payment fee, capped at 3% of the invoice.
• ✓Recurring templates and late fees create drafts that someone must send. Sent invoices are voided with a written reason, not erased.

How do you set it up?

Setup happens once in HQ.

• ✓Start Command or the 14-day free trial, then have the owner connect Stripe in HQ Settings.
• ✓Build board packages: rate, due day, included or extra services, late fees.
• ✓Enroll each horse with a start date and a billing contact who has an email.
• ✓Price the service catalog so staff logs become Pending Charges.
• ✓At month end, generate, review and send board invoices.

Built for working horse farms

BarnOps is designed for real barn environments: mobile-first for staff, reviewable by managers, role-aware for boarders and instructors, and structured enough to support liability documentation, payroll review, and daily operational accountability.