Automatic Billing for dog walkers
Your invoices, raised and sent without you lifting a finger.
- Runs on your existing billing schedule, so there is nothing new to set up.
- Creates an invoice for every client with work ready to be billed, using the same numbering as your manual invoices.
- Optionally emails them for you, either straight to the client or to you first.
- A summary email lands in your inbox listing every invoice that was created.
Automatic Billing takes the repetitive work out of your billing day. It uses the schedule you already have in PawLoop, gathers each client's unbilled walks, boarding and fees into one invoice per client, applies any credit on the account, and creates the invoice with the next number in your normal sequence.
Choose to generate only, so invoices sit in Drafts for review, or turn on sending and have them emailed automatically. After every run you get a summary email listing what was created, for whom, and what was skipped and why.
You can also run it yourself at any time as a test that creates nothing, or as a real run when you want to bill early. And if you turn it off, billing goes back to exactly how it works today, with your preferences kept for next time.
Key takeaways
What Automatic Billing does for your business
Your evening back, every billing day
The repetitive part of invoicing is the part a computer should do. Automatic Billing takes the whole run, from grouping the work to sending the email, and leaves you with a summary to glance at.
You choose how far it goes
Generate only, and review everything in the Drafts tab before it reaches a client. Or turn sending on and let invoices go out the moment they are created. Both are one switch.
Nothing gets missed or double billed
It bills the same work manual invoicing would bill, and a billing day only ever runs once. Anything it could not bill is listed with the reason, so you can deal with the exceptions and nothing else.
Still completely yours to edit
Automated invoices are ordinary invoices. They carry your numbering, your branding and your payment details, they are marked so you can spot them, and you can edit, void or resend any of them.
One switch controls everything
Automatic Billing sits in Settings, under Money. The master switch at the top is the only thing that decides whether anything happens automatically. While it is off, PawLoop behaves exactly as it always has: you generate invoices when you choose to, and nothing is created or emailed on your behalf. Turn it on and the options underneath become available, each one depending on the one above it, so you can see at a glance how far the automation goes.
It uses the billing schedule you already have
There is no second schedule to configure. Automatic Billing reads your existing billing settings, whether that is weekly on Fridays, fortnightly, or monthly, and the panel shows the schedule back to you in plain English with a link to change it. Change your billing day and Automatic Billing follows it. Runs happen in your own timezone, in the morning, so the invoices are ready when you start your day.
Invoices built exactly like the ones you raise yourself
On your billing day, every client with work ready to be billed gets one invoice. Completed walks, day care, pet sitting, boarding stays, cancellation fees and any adjustments are grouped into it in date order, priced from that client's own rates, and any credit they are holding is applied. The invoice takes the next number in your sequence, so automatic and manual invoices share one clean run of numbers. With sending turned off, everything lands in the Drafts tab on Payments for you to check first.
Send it for them, or send it to yourself
Turn on automatic sending and you choose who receives the invoice. Send to client emails it straight to the client and marks it as sent, which is the fully hands off setup. Send to me delivers each invoice to you instead, so you can look it over and pass it on when you are happy. You also choose the format: the invoice laid out in the body of the email, or a short email with a secure link the client uses to download it as a PDF.
A summary email so you always know what happened
After a run creates invoices, PawLoop emails the business owner a summary. It shows the run date, how many invoices were created, how many were emailed and how many clients were skipped, the total value of the run, and then every invoice with its number, the client, the number of items and the amount, plus whether it went out. Skipped clients are listed with the reason, so if someone has no email address or nothing to bill, you find out immediately rather than a week later.
Run it yourself whenever you want
You do not have to wait for your billing day to see it work. The settings page has a test run that writes nothing at all and simply lists the clients that would be invoiced, the amounts, and anyone who would be skipped. When you are ready, a real run does the job there and then, and there is an option to run again on a day that has already run, which is handy if you added work after the morning run.
Full visibility, nothing taken out of your hands
Invoices raised by Automatic Billing are badged in your invoice list so you can always tell them apart. Drafts have their own tab on the Payments page and only move into Outstanding once they are marked as sent. Every run is recorded, so a billing day cannot be billed twice by accident, and everything remains editable. Automatic Billing raises and sends invoices; it never takes a payment from a client.
Automatic Billing questions, answered
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