Invoices, Payments, and Billing Prep

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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, and business or tax registration details.

Tax settings help prepare invoice records and display tax context where supported. They do not replace advice from an accountant, bookkeeper, or tax professional.

Draft invoices

Draft invoices can be created from supported barn workflows, such as boarding assignments or care records with cost context.

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 sent, so a draft invoice may show language such as "Due after sending" 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

Sent 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, including amount, method, date, reference, and note where available.

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.