To charge a client's payment method through the Time To Pet Admin Dashboard or the Mobile App, you must first be connected to our integrated payment processor, Time To Pet Payments powered by Stripe.
To charge multiple clients at one time, you can use the Bulk Invoicing tool in the Invoicing > Bulk Invoicing section of your account.
If you would like to automate client billing, you can enable Automatic Charging in the Settings > Invoicing & Payments > Automation section of your Admin Dashboard.
If you collect payment from your clients outside of Time To Pet and need to mark an invoice as paid, see our help article here on logging manual payments in Time To Pet: Facility: Adding A Manual Payment To An Invoice (A Payment Made Outside of Time To Pet).
IN THIS ARTICLE
Charging A Client From The Web Dashboard
To charge a client through the web dashboard version of Time To Pet Facility, take these steps:
Navigate to the profile of the client you wish to collect payment from.
Once there, click on the Quick Actions button in the top righthand corner of the page. This will open up a dropdown menu of different actions you can take on their account:
Select the Charge Client option from the list:
You will be taken to a new page with three tabs: Unpaid Invoices, Payment History, and Payment Methods. Staying within the Unpaid Invoices tab, you will see a list of unpaid invoices that you can select by using the checkboxes on the left side of the screen. Any invoice you check off in this manner will be highlighted green by the system:
Note: If you only want to charge a partial amount of an invoice, you can edit the Amount To Pay field from the invoice's full balance (which will populate by default) to the desired amount.
When you've selected the invoices you want to charge and have made any necessary adjustments to the Amount To Pay field, press the Proceed To Payment Details at the bottom of the page.
This will take you to another screen, where you can choose which payment method you want to use to process the client's payment. The default payment will show as the selected payment method, but you can click on the dropdown menu to choose another existing payment method or add a new one:
When you have selected the payment method that you would like to use, click the Submit Payment Of $___ to run the payment:
Note: Even if you are applying the payment to multiple invoices, the client's card will only be charged once. The system will also remember how much of that single charge was applied to each invoice. If a payment is applied incorrectly to an invoice, however, you can later change how the payment is applied through the client's Balance Sheet. Please see our help article here on how to do so: Facility: How To Apply A Payment To A Different Invoice.
Managing Client Credit Cards And Bank Accounts
Adding A Payment Method To A Client's Profile
You can add a payment method to a client's account without needing to process a payment first. To do so, follow the steps outlined below:
Navigate to the profile of the client that you want to add a payment method for.
Once there, click on the Quick Actions button in the top righthand corner of the page. This will open up a dropdown menu of different actions you can take on their account:
Select the Charge Client option from the list:
You will be taken to a new page with three tabs: Unpaid Invoices, Payment History, and Payment Methods. Click the Payment Methods tab and input the client's credit or debit card information into the provided fields. Select Add Card For Client when you're done:
Note: Bank account information cannot be added by an Admin or Office Manager for a client. The client must input that information themselves initially. Once the bank account has been removed, however, Admins and Office Managers (with the correct permissions) can charge the client using that payment method or remove it from their account. For client-facing instructions, please see our help documentation here: Adding An ACH Bank Account.
Removing A Payment Method For A Client
You can also remove any of the bank accounts or credit cards a client has on file from the Payment Methods tab. To do so, scroll down beneath the form to add a card for a client until you see the Cards and/or Banks heading.
Here, each payment method that has been added to the client's profile will be listed. Locate the payment method you'd like to remove and select the Delete button to the right of that payment:
You will be asked to confirm the deletion of that payment method. Click Delete Card to process the removal of the payment method from the client's profile:
Checking Out And Charging A Client Through Front Desk Mode
When checking out a pet from Front Desk Mode, you can also charge your client for the rendered services you just provided them.
To do so, first begin the process by navigating to the homepage, locating the Checked In you want to check out, and selecting Out:
You will be taken the Event step of the Check Out process. Here, you can review the event details and make any necessary adjustments. Once you're ready, tap the Next button in the bottom righthand corner of the page:
Next, you'll see the pet's Run Card information. Click Next when you're ready to proceed:
On the next screen, you can review, edit, or add Add-Ons services as needed. Once you're done making any necessary changes, press Next at the bottom of the screen:
The last step in the process is the Payment screen. Here, you can review the details of the invoice associated with the services of the pet that you're checking out, whether you want the client to pay for the single visit, their entire due balance, or if you don't want to charge them anything and just want to check them out.
If you want to charge them for their visit or their due balance, after making your selection, you can choose how you'd like to process their payment, and can add a payment method for them, if needed. When you're ready, select the Process $___ button in the bottom righthand corner of the screen. The exact text will differ depending on how you're processing the payment:
Note: If you don't want to process payment for your client at the time, choose the Just Check Out option to check their pet(s) out without charging them anything.
Charging A Client From The Time To Pet App
For Admins and Office Managers with the correct permissions, client profiles will contain a Quick Action called Invoice. Selecting this option will allow you to view and edit the chosen client's invoices, and you will be able to process payments for them using the Checkout option.
To begin, first open the Mobile App and navigate to the profile of the client whose invoices you want to charge. Once on their profile, tap the Invoice option at the top of the page:
You will be taken to a list of that client's invoices. By default, you will only see Open invoices, but you can view other invoices the client has already been charged for by tapping the Paid tab at the top of the screen. From here, if there are edits or adjustments you need to make to an invoice, you can do so by tapping Manage Invoice. Once you're ready to process payment for a client, select Checkout:
The Checkout screen will display the client's information at the top of the page, list out each line item, add-on, and event associated with the selected invoice, and will allow you to apply tips or discounts as needed. Scroll down to the very bottom of the page to find the Payment section. The client's default payment method will be listed if they have any cards or bank accounts on file.
You can add a new card for the client by clicking the three dots to the right of the currently selected payment method. If the client doesn't have any payment methods on file and you are connected to Time To Pet Payments, there will just be a singular Add A New Card button instead.
If you collected the client's payment outside of Time To Pet, you can indicate as much here and log the manual payment through this process. Once you're ready to process the client's payment, tap the floating Pay $___ button at the very bottom of the screen:
The client's payment will be processed!
Note: Currently, only one invoice can be processed for payment at a time through the Mobile App.