Use this checklist before you follow the billing tutorial videos. It gives your barn a simple setup path so invoices, packages, payments, and balances have the right information behind them.
Who this is for
This guide is for boarding barns using Aurestra to organize board billing, monthly invoices, adjustments, payments, and client balances.
It is especially helpful if you are new to Aurestra and wondering what needs to be set up first before billing will make sense.
What to gather before you start
You do not need everything to be perfect on day one, but having these details nearby will make setup much smoother:
- Stable or barn name and billing contact details
- Legal or trade name if invoices should show one
- Billing email, phone, and address
- Tax rate or tax display details, if applicable
- Board package names and prices
- Horse list
- Owner, boarder, or billing contact names and emails
- Which package each horse is on
- Any deposits, credits, current balances, or one-time adjustments
- Payment instructions or footer notes to show on invoices
Recommended setup order
Work through these steps in order. Each step gives the next one better information to use.
- Create your Aurestra account.
- Create your stable.
- Add stable or barn details and a logo if you have one available.
- Add contacts for owners, boarders, and billing contacts.
- Add horse records.
- Assign owners to horses and confirm the billing contact where needed.
- Complete billing and tax settings.
- Create boarding packages.
- Assign boarding packages to horses.
- Add any adjustments, credits, or deposits.
- Review and issue boarding invoices.
- Record payments as they come in.
If you are short on time, start with the horses and contacts you need for the next billing cycle. You can come back later to fill in extra notes, history, or non-billing details.
Helpful tutorial videos
These videos are most useful after your stable, contacts, horses, and basic billing context are in place.
Tips for your first billing cycle
- Start with a small set of real records if that feels easier. For example, set up one or two horses and confirm the invoices look right before adding the rest.
- Review invoices before issuing them, especially the first time. Check the recipient, horse, package, dates, taxes, adjustments, footer note, and amount due.
- Use clear descriptions for adjustments, such as "May training add-on" or "Deposit credit applied." This helps both your barn and the client understand the invoice later.
- Continue using your accountant, bookkeeper, tax professional, or accounting software for formal financial records, reconciliation, payroll, tax filing, and compliance decisions.
- Recording a payment in Aurestra is a tracking action. It does not mean Aurestra processed the payment or moved money for your barn.
Related guides
- Set Up Your Stable
- People, Contacts, and Owners
- Boarding Packages and Assignments
- Invoices, Payments, and Billing Prep
- Client Balances, Credits, and Deposits
Need hands-on help? Contact us for tailored onboarding.
