Holiday, add-on and late pickup charges on the invoice
Charges get missed when someone has to remember to add them by hand. In Petsoft, holiday nights, add-ons and late pickups come from settings instead. You enter the holidays, a holiday surcharge, a late pickup fee and a deposit rule once, and Petsoft adds the charges when it builds the invoice. The pet parent sees them before they confirm.
Every screenshot below is the real Office Portal or Pet Parent Portal, with demo data.
What lands on the invoice
A boarding stay that includes a holiday you've marked gets a Holiday Surcharge line for each pet on each holiday night. The day a pet leaves isn't billed, so a dog picked up on Thanksgiving morning isn't charged for Thanksgiving, but one who arrives that day is. Daycare and other single-day services don't get this charge.
Add-ons are lines of their own. A Bath, a Nail Trim and house dog food each show up separately.
A Late Pickup Fee is added, once per pet, when a boarding stay ends at noon or later. A service set up to bill late pickups as an extra day, or an organization that charges late fees at daycare rates, doesn't get this flat fee.
The deposit comes from the rule on the service: a percentage of the invoice or a flat amount. A second rule covers stays that overlap a holiday.
Setting it up
1. Mark the holidays
Go to Org Settings, open the Settings card and expand Holidays. Add each date with a name, and say whether pet parents can arrive or depart that day. The holiday surcharge and the holiday deposit both read this list, so fill it in well ahead. The page itself recommends at least nine months.
2. Add the holiday surcharge and the late pickup fee
Go to Facility, then Services, and open the Fees tab. Add a fee, pick Holiday Surcharge or Late Pickup Fee, and give it a start date and an amount above zero. Fees are set per location, so two locations can charge different amounts.
3. Set the deposit rule
Open a service such as Boarding under Facility, Services. The Deposit Policy section has one rule for ordinary stays and one for stays that overlap a holiday. Each can be a percentage of the invoice or a flat amount, and each has its own cancellation rules. Boarding here asks for 50 percent normally and 100 percent over a holiday. Any date from arrival through departure counts, so the Holiday deposit applies even when the holiday is the day the pet leaves. A service can have a different policy for each of its rate periods.
What the pet parent sees
Coco is booked into Boarding from November 25 at 10:00 AM to November 28 at 4:00 PM, which covers Thanksgiving, and the pet parent adds a Bath. On the Review step, before confirming, the estimate reads:
- Boarding, 3 nights at $40.00: $120.00
- Bath: $20.00
- Late Pickup Fee, since the 4:00 PM departure is after noon: $15.00
- Holiday Surcharge for the night of November 26: $25.00
That comes to $180.00. Because the stay covers a marked holiday, the Holiday deposit applies, and the deposit due is the full $180.00. For comparison, a two-night stay on November 10 totals $80.00 and asks for a $40.00 deposit.
The reservation's invoice has the same lines. To try a stay before changing a price, open Price Check on a service's page, pick a customer, a pet and dates, and it builds a test invoice without saving anything.
Expired vaccines
An expired vaccine doesn't stop a reservation. It flags the pet, and your staff decide whether the pet can stay or attend. Staff see a warning on the pet in customer search, and the pet parent sees one on My Pets and when starting a reservation. Returning customers get reminder emails before a required vaccine runs out. More on how vaccination tracking works, and on what other kennel software does when a vaccine expires.
Frequently asked questions
Yes, for boarding and other multi-night stays. Once you've marked the holiday and set a Holiday Surcharge fee above zero for the location, each pet gets one surcharge line per holiday night. The day of departure isn't billed.
Yes. Every add-on, service or product, is its own line. A Late Pickup Fee is added for each pet when a boarding stay ends at noon or later and the location has that fee set. A service set up to bill late pickups as an extra day doesn't also get the flat fee.
Each service has a standard deposit rule and a holiday one, set per rate period. Each is a percentage of the invoice or a flat amount, with its own cancellation rules. A stay that overlaps a holiday you've marked uses the holiday rule.
No. Staff see a warning on the pet and the pet parent sees one too, but staff decide whether the pet can stay or attend.
Yes. Price Check, on each service's page, builds a test invoice for a real customer, pet and dates, with the holiday surcharge, late pickup fee and any discounts applied. Nothing is saved until you save the price change.
Related
Boarding features Pet parent portal Vaccination tracking Pricing