Aurestra helps barns prepare and manage operational billing records connected to horses, clients, packages, care, and stable work.
It is built for barn-side invoice preparation and tracking. It is not a full accounting replacement.
What this helps with
- Preparing draft invoices
- Reviewing and finalizing invoice details where available
- Sending invoices and PDFs where supported
- Tracking invoice adjustments, extras, credits, deposits, and package changes
- Reviewing client/account balances and account context
- Recording payments received outside Aurestra
- Marking invoices paid or void
- Giving recipients read access to relevant invoices
Invoice issuer and tax details
Before sending invoices, complete the stable billing profile where available.
Billing profile details can help invoice PDFs and emails show the correct barn or business information, such as legal or trade name, billing email, phone, address, logo, invoice footer note, tax settings, invoice schedule defaults, and business or tax registration details.
Billing schedule settings can define the usual invoice day, how far ahead draft invoices should be prepared, and how soon payment is due after an invoice is sent.
Business identity fields can include the legal business name, display or trade name, billing contact details, and billing address. If the stable uses a separate billing address, use the billing profile address rather than relying only on the stable profile address.
Invoice display settings can control whether supported business or tax registration details appear on invoices, and an invoice footer note can add stable-specific payment instructions or other short billing text.
Tax settings help prepare invoice records and display tax context where supported. They do not replace advice from an accountant, bookkeeper, or tax professional.
Where supported, tax setup can include a default tax label, rate, region code, Canadian registration details such as GST/HST/QST information, and U.S. registration details such as state tax or sales tax permit numbers.
Draft invoices
Draft invoices can be created from supported barn workflows, such as boarding assignments or care records with cost context.
If your barn uses package-based board, set up package pricing and invoice settings before relying on draft generation. See Boarding Packages and Assignments.
Before sending, review:
- Recipient
- Horse or boarding context
- Line item descriptions
- Quantity and unit price
- Tax settings where applicable
- Payment terms or due date display
- Memo or notes
Draft timing and payment terms
Draft timing controls when invoices are prepared for stable review. Payment terms apply after an invoice is issued, so a draft invoice may show language such as "Due after issuing" rather than a fixed due date.
If package billing settings create draft reminders or attention states, treat those as stable-side prompts to review and send the draft. They are not necessarily client payment issues.
Review, finalize, and send
Where available, stable-side users can review invoice details, finalize invoices, assign invoice numbers, and send invoice PDFs by email.
Only send invoices after confirming the operational details are correct.
Overdue invoices vs draft reminders
Issued invoices can become overdue when their due date has passed and a balance remains.
Draft invoices can need attention if they sit too long before being sent, but that means the stable should review the draft. It does not mean the client is overdue.
PDFs and email
Invoices can be viewed as PDFs where available. Recipients may be able to view or request an invoice email if the invoice is shared with them.
Invoice PDFs and emails are designed to align with the invoice shown in Aurestra and may include the stable's issuer profile, logo, footer note, tax labels, and business registration display where available.
If an invoice does not have a recipient email, add or update the relevant contact details before sending.
Client balances, credits, and deposits
Client/account balances help stable managers see account context for a client, including what is outstanding, what is still in draft, what may be overdue, and what credits or deposits exist where available.
Balances may include outstanding invoice amounts, draft invoice amounts, overdue amounts and counts, available credits, pending deposit collection, held deposits, net balance, related horses, and currency totals.
Last-month deposits can be tracked as pending collection, held, and later available as a credit depending on the workflow. Available credits can be applied to invoices where supported.
Deposits or credits may also be recorded as refunded or forfeited where supported. Refund and forfeiture records are Aurestra recordkeeping actions and do not necessarily mean money moved through Aurestra. Forfeitures may include tax context where applicable.
For more detail, see Client Balances, Credits, and Deposits.
Adjustments, credits, and extras
Adjustments can represent credits or extra charges. Depending on the workflow, they may be one-time or recurring, fixed amount or percentage-based, taxable or non-taxable, and tied to a stable, horse, client, or current draft invoice.
Use clear descriptions so owners, boarders, and managers understand why the line exists.
Credits applied to invoices may appear in invoice history in a payment-style way, such as "Deposit applied" or "Credit applied." This keeps the invoice balance understandable without implying Aurestra processed the underlying payment.
Payments
Aurestra can record payments received for issued invoices, including amount, method, date, reference, and note where available.
Confirm the amount before saving the payment. If the app pre-fills the invoice total, adjust the amount when recording a partial payment.
Use the optional reference and note fields for details the barn may need later, such as a cheque number, e-transfer confirmation, or other payment context.
After a payment is recorded, Aurestra updates the invoice payment totals and status based on the amount received. A partial payment may leave a remaining balance, while a full payment can mark the invoice paid.
Recording a payment in Aurestra is a barn-side tracking action. It does not necessarily mean the payment was processed through Aurestra.
Mark paid or void
Where available, invoices can be marked paid or voided.
Voiding or changing an invoice can affect related billing context. Review carefully before making changes, especially if another system also tracks your barn's finances.
Recipient access
Invoice recipients may have read access to invoices relevant to them. Stable-side invoice creation, sending, adjustment, payment, and voiding workflows may require Aurestra Pro and the correct stable access.
Accounting note
Use Aurestra to keep barn billing workflows organized. Continue using your accountant, bookkeeper, tax professional, or accounting software for formal financial reporting, reconciliation, payroll, tax filing, and compliance decisions.
Need hands-on help? Contact us for tailored onboarding.
