Finance

What it does — Finance is organised into three groups, each opening from the Finance menu in the sidebar with its own row of tabs. Invoices is the default page, where you generate invoices for a date range from accumulated charges and manage every invoice you've raised (membership charges are billed separately via their Direct Debit subscription and excluded here).

• Billing — Getting paid, day to day: Invoices, Ledger, Credits, Direct Debits and Refunds.
• Plans & Pricing — What you charge for: Services, Memberships, Bundles, Custom Day Rate, Price Groups and Charge Rates.
• Daycare Finance — Reporting on the business: the financial Dashboard and Salaries.

What it does — The Invoices tab lists every raised invoice, newest first, showing the service dates each one covers, with a date-range filter and Unpaid / Paid / All pills. Pressing Raise Invoice opens a short window where you choose who to bill and for which period; Genera rolls each owner's outstanding charges into one invoice, assigns a reference (e.g. DIC-000382), generates the PDF, and — where a payment provider is connected — raises the matching Stripe or GoCardless invoice for collection. With both connected, owners with a GoCardless Direct Debit are collected through GoCardless and everyone else through Stripe. Two switches beside the button decide what that actually does to your owners. Auto-email invoices decides whether raising one also emails it; with it off, owners are told when you press Send invoice on a row. Review before sending decides whether the owner is billed at all: with it on, invoices are created as drafts you can read and edit, and no Direct Debit is requested and no payment link exists until you press Approve.

• Who do you want to invoice? — All owners raises one invoice for every owner who has charges in the range; Single owner bills just one owner you pick. (Opened from a single pet's page, the owner is fixed and this choice is hidden.)
• Owner — Shown only for Single owner — search by owner or pet name. One invoice is raised covering all of that owner's pets with charges in range.
• Date range — Only charges whose service date falls inside this range (inclusive) are pulled onto the invoice. The end date must be on or after the start date. Submit stays disabled until a range — and, for Single owner, an owner — is chosen. A multi-day stay such as a boarding is billed in full on the month it starts, unless you switch on "Only bill the nights inside the selected dates" in Settings → Payments → Automatic Invoicing, which bills just the nights inside the range and leaves the rest for your next invoice.
• Status pills (list) — Each row shows its state: Draft (created but not yet approved: nothing sent, nothing collected), Paid, Paid by card, Part paid, Overdue (past its due date, hover for how many days), Unpaid, Awaiting payment (owner has a pay link), Collecting by DD, Collection overdue, Charging card, Card declined, Needs approval (the owner's bank wants them to confirm a card payment), Generating PDF, PDF failed or Payment failed. Under the pill, a small dot and label show the email state and whether it's in Xero or QuickBooks; a problem such as a bounced email or a failed sync is in red. Hover a card status for the card used or the reason it was declined.
• Row actions (list) — View previews the PDF. The coloured button is the next step, and it changes with the invoice: Approve (draft), Send invoice (not emailed yet), Mark as paid (emailed and not yet due, or part paid), Send reminder (overdue), Charge card again (card declined), Retry Direct Debit (Direct Debit failed) or Collect by DD (a payment-link invoice whose owner now has a Direct Debit). Nothing to do, such as a paid invoice or a Direct Debit on its way, means no button. The ⋯ menu holds the rest: Edit lines, Resend invoice, Resend payment link (GoCardless), Open payment link, Download, Refund (paid Stripe/GoCardless invoices only), Email a copy and Delete. Invoice emails attach the PDF and link the owner to their account (replies come back to your daycare), and PDFs open only for signed-in users rather than via a public link.
• Invoicing system panel — A status strip at the foot of the list shows which collection method is connected. You need at least one online provider (Stripe or GoCardless), and you can connect both. Owners who opt out of online payment are sent a manual bank-transfer invoice instead.
• Stripe and GoCardless both connected — Each owner's invoice goes the way that suits them: from their GoCardless Direct Debit if they have one, otherwise through Stripe (their Stripe Direct Debit or saved card, or a payment link to pay by card, Apple Pay or Google Pay). "Send a payment link" always sends a Stripe link. With card payments for bookings on, every invoice goes on the card as before.
• Deposit requests — Tick "This is a deposit request" in the Raise Invoice window to bill a one-off up-front amount instead of sweeping charges. When the owner pays it, the amount becomes account credit that's applied automatically to a future invoice.
• Email delivery status — After you email an invoice or send a reminder, its row shows what happened to that email: Delivered (it reached the inbox), Opened (the owner opened it), or Bounced / Marked spam (it didn't get through) — hover the tag for the exact time. This makes an "I never got my invoice" query easy to settle: a bounce points to a wrong address, while Opened shows it's simply unpaid. The tag reflects the most recent email sent, and a bouncing address is also flagged on the owner's profile.
• Stays that cross the date range — A boarding is one charge covering the whole stay, so a stay from 30 July to 9 August normally lands in full on the July invoice. Switch on "Only bill the nights inside the selected dates" in Settings → Payments → Automatic Invoicing and each invoice bills only the nights inside its range — 30–31 July now, the remaining nights on the next invoice — with each line showing the dates it covers. Stays that began before your range but run into it are picked up too, rather than being missed. The nightly rate is unchanged and the parts add up to the full stay.
• Auto-email invoices — The switch next to Raise Invoice decides whether raising an invoice also emails it. Off (the default) means nothing reaches the owner until you press Send invoice on a row or Email invoice on a selection. On means every invoice you raise — including ones created by Automatic Invoicing on a schedule — is emailed by itself once the PDF is ready, with the PDF attached and a Pay Invoice button where there is a payment link. Invoices already emailed are never sent twice, and one that cannot be sent (no email address on file, or invoice emails switched off in your notification settings) simply stays marked as not emailed for you to handle.
• Review before sending — The second switch next to Raise Invoice decides whether an invoice bills the owner immediately or waits for you. Off (the default) means pressing Raise Invoice requests the Direct Debit there and then — and once a Direct Debit reaches the banks it will be collected, so a mistake has to be refunded rather than cancelled. On means invoices are created as drafts instead: the PDF is ready to read and the charges are safely attached to it, but no payment is requested, no pay link exists, nothing is emailed and your owners cannot see them. Open ⋯ → Edit lines on a draft to change an amount or quantity, remove a line, or add an uninvoiced charge you missed; saving re-totals it and redraws the PDF. Approve on the row (or Approve drafts on a ticked selection) is what makes it real — it requests the payment, applies any account credit and emails the owner. Drafts created by Automatic Invoicing wait for you in the same way, and are kept out of your Unpaid list, totals, dashboard and late-payers report until approved. Account credit is not taken off a draft: it's deducted when you approve, against the final total, so you can add credit (for example a discount worked out from the draft's total) after the draft is raised. A draft whose owner has credit shows the amount that will come off, such as "-£22.00 credit applies on approval".
• Service Date — Which day or days an invoice is for, such as "Tue 29 Sep" or "26–29 Sep", next to the date it was issued. It's in the CSV export too, as Service from and Service to.
• Only accepted bookings — Charges on booking requests you haven't accepted, or have declined, are never put on an invoice. Raise Invoice tells you how many lines it left off for this reason.
• Charge card again — With card payments for bookings, an invoice whose card was declined, or which went out as a pay link, can be tried again on the owner's current card from the row's button or the ⋯ menu.
• Retry Direct Debit — When a GoCardless Direct Debit fails (Payment failed), the row's button is Retry Direct Debit. It asks you to confirm the amount, then takes the same payment again from the owner's existing Direct Debit. Nothing is emailed to the owner and they don't need to do anything. The row goes back to Collecting by DD with the new collection date, usually 3 working days away, then shows Paid, or Payment failed again if it doesn't go through. GoCardless won't retry if the owner's Direct Debit has been cancelled or the payment has already been retried the maximum number of times; the message tells you why, and the owner needs to set up a new Direct Debit. Chargebacks (the owner disputed the payment with their bank) aren't retried.
• Resend payment link — For a GoCardless invoice with no payment taken yet, Resend payment link in the ⋯ menu emails the owner a fresh GoCardless page where they pay it themselves (and set up a Direct Debit if they don't have one). It does not retake a Direct Debit: to collect a failed Direct Debit again, use Retry Direct Debit.
• Collect by DD — An invoice raised before the owner set up their Direct Debit goes out as a payment link. Once they have a Direct Debit, that invoice's button becomes Collect by DD (the reminder or other step moves into the ⋯ menu). It asks you to confirm the amount, closes the payment link so they can't pay twice, and takes the money from their Direct Debit, usually in 3 working days. Nothing is emailed. If the owner has already paid through the link, Genera tells you and takes nothing.
• Unpaid and Drafts cover all time — The Unpaid and Drafts pills count and list every invoice still open, from any month, so nothing owed drops out of sight when the period moves on (for example when the page opens on the 1st of a new month). The line under the period says so while either is selected. Paid and All follow the period you pick.
• Live updates — While the page is open, invoices waiting on a payment or a PDF update on their own: a payment that lands shows as Paid, and a finished PDF becomes viewable, without reloading. It stops checking while the tab is in the background and refreshes the list when you come back. If a refresh can't reach the server, the list stays as it was and a small message tells you.
• Invoices on a phone — On a phone or tablet each invoice is a card with its details in two columns, its status, and the same View, next-step button and ⋯ menu. Tap the owner's name to open their profile. When you tick invoices, the bar shortens to Clear, Email, Remind, Paid and Delete so it fits on one row.
• Charges added after you invoiced — Raising an invoice again for the same dates only picks up charges that aren't on an invoice yet, such as an extra day or a drop-off added later, so nothing is billed twice. Finance › Transactions › Not invoiced lists them across all your owners.
• Who marked it paid — When someone uses Mark as paid, here or on the Ledger, the paid date on the row shows "by" and their name. Hover it for the exact time and how it was paid. The CSV export has Marked paid by and Marked paid at columns.
• Part paid — An invoice with some money recorded against it, from Mark as paid here or under Finance › Ledger, shows Part paid with how much of the total is in. The rest stays outstanding, and Mark as paid stays on the row for the next payment. Once the payments cover it, it's Paid.
• Marking a draft as paid — Mark as paid in a draft's ⋯ menu opens Record a payment too. Saving issues the invoice with those payments recorded: no Direct Debit or card payment is requested, no email is sent, and any account credit stays for their next invoice. Enter less than the total and it's issued as Part paid.
• Deleting — Delete is in the ⋯ menu, and asks you to confirm. Deleting frees the charges to be re-invoiced. Paid and part-paid invoices, and payments already on their way, can't be deleted from the list, so payment records aren't lost. When you tick a mix, Delete only counts the ones that can go.
• Group by week — The list is one flat list by default. The grid icon beside Filters groups it into weeks by issue date, and your browser remembers your choice.

What it does — What the daycare earned, what was paid and what is still owed, for a single day or a whole month, and where the money came from service by service. Earned is the value of charges dated up to today, plus each membership dog's share of its plan for each day it comes. Days after today aren't earned yet, so they show what is booked instead. The dates each figure covers, and the period it is compared with, are listed under the heading.

• Earned or booked — A period that includes today is counted up to today. A period that has ended is counted in full. A future day or month has nothing earned yet, so it shows what is booked.
• How memberships count — Memberships aren't charged per day, so the dashboard gives each membership day a share of the plan: the monthly price spread across the days the plan includes. Free days before a membership starts count nothing.
• Paid — Payments received in the period, including membership payments taken by Stripe. Memberships collected by GoCardless aren't included yet.
• Still owed — The total of every unpaid invoice, with how many there are. It reads Every invoice is paid when nothing is outstanding.
• Same totals in both views — Day and Month use the same rules, so a month's total in the Day view's Month column matches the Month view.

What it does — A forward view of the money already on your books. Recurring bookings are written into the diary up to a year ahead, so Genera can add up what those bookings are worth and show you what each of the coming months is on track to bring in — over the next month, three, six or twelve. Membership subscriptions are counted alongside them, and bookings still waiting for your approval are shown separately so you can see the difference between what is confirmed and what is still up in the air. This is committed revenue, not a prediction: every pound shown belongs to a real booking sitting in your diary.

• Counts from today, not the 1st — The first month covers the days you have left in it, and is labelled Rest of month so you are not comparing half a month against a full one. Averages ignore it for the same reason.
• Cancelled and declined bookings are left out — Only bookings that are actually going ahead are counted, so a cancellation drops out of the forecast straight away.
• Memberships counted from the subscription — Membership dogs are billed monthly rather than per visit, so their plan price is counted once a month for as long as the membership runs — their individual bookings are not counted again on top.
• Awaiting approval is an estimate — Bookings you have not accepted yet are priced at the dog's usual rate. Accepting one can change the figure slightly, because weekly loyalty discounts are only worked out once a booking is confirmed.
• The far end of a 12-month view — Recurring bookings are added to the diary about a year in advance, so the last month or two of a 12-month view can look light until they are topped up. This is normal and not lost business.

What it does — A running total of what each service has brought in. Each row is a service, with the charges raised for it over the last day, the last 7 days and the last month, and a Gross total underneath. Charges count from when they were created, which is usually when the booking was made rather than the day the dog came, so read it as recent sales. For money earned by the day of the visit, use the Finance Dashboard.

• Sales, not attendance — A booking made today for a day next month counts today. To see what was earned on the days dogs actually came, open Finance › Dashboard.
• Adding or changing a charge — Charges aren't edited here. Open the dog and use its Charges tab, or open the booking.
• Checking individual charges — For every charge line, with the dog, date and whether it's been invoiced, use Finance › Billing → Ledger.

What it does — Ledger is where you see what you are owed and record the money that comes in. Three tabs: Charges lists every charge in the period with the pet, the owner, the dates, the value and whether it is invoiced, filtered to Not invoiced, Invoiced or All. Outstanding balances gives one total per customer who owes you anything, with what is overdue, so you can check it in the morning and take payment at pick-up. Payments lists everything received on a day, by cash, card or bank transfer, to check against the card machine. It sits under Billing as the Ledger tab (it used to be called Transactions, and before that Charge Log).

• Not invoiced — Charges with no invoice yet, from an accepted booking or added by hand. Pending and declined requests aren't counted, because they're never billed. Membership days aren't here either: they're billed through the membership.
• Owed, and overdue — Owed is every unpaid invoice plus, on Everything owed, every past day that hasn't been invoiced. Overdue is the part of the unpaid invoices that is past its due date — the invoice's own due date, or its issue date plus your payment terms (Settings › Invoicing). An invoice due today isn't overdue yet.
• Unpaid invoices by age — The bar shows your unpaid invoices by how long they've been overdue: grey for not yet due, then amber, red and dark red as they get older. Each part is named with its amount underneath, and hovering over the bar shows the amount and share.
• Being collected — An unpaid invoice that a Direct Debit is already collecting, or that Stripe is still charging to a saved card, isn't owed by the customer at pick-up. It's shown on their row but left out of the totals, until the collection fails or has taken longer than Direct Debit should.
• Part payments and mixed methods — Manage lets you take less than an invoice's balance, or split one amount between cash and card. Each payment is recorded against the invoice; once the payments cover it, it's paid.
• What Manage creates — Payments against the invoices you ticked, and one paid invoice per owner for any days that weren't invoiced yet. No payment is taken, no pay link is made and nothing is emailed. Invoices show on the Invoices page and on the owner's billing page, and go to Xero or QuickBooks if you've connected one.
• Account credit — When you tick days that aren't invoiced yet, the owner's account credit is used before the rest, for example for prepaid day cards bought as credit. On the Payments tab and the owner's statement the credit shows as its own line.
• Who recorded it — Every payment records who recorded it and when. The Payments tab shows it beside each row, and the Invoices page shows it under the paid date.
• Sleepovers and their daytime days — A sleepover's daytime charges are shown as part of its row on Charges, and recorded together with it.
• Charges from deleted customers — If you delete a customer, any of their charges that weren't invoiced aren't listed, counted or put on an invoice, because there's nobody to bill. Charges already on an invoice stay, for your records.
• Who can use it — Manage and Mark as paid are only shown to team members who can make changes. Read-only roles see the lists without them. Staff with the Staff role can't open Finance at all.

What it does — Owner account credit — a balance that's applied automatically to an owner's next invoice. The Credits tab (under Billing) lists every owner's balance and lets you add credit by hand (you can also add it from any dog's Charges tab), while deposit invoices add credit when they're paid. Credit is taken off when an invoice is issued: straight away if you bill immediately, or when you press Approve if you review invoices as drafts first. So you can add credit after a draft exists, for example once you've seen the total and worked out a discount.

• How credit is added — Add it by hand from this tab or from any dog's Charges tab (Add credit in the Account credit bar), or take a deposit via Raise Invoice (tick "This is a deposit request"). A paid deposit becomes credit automatically.
• Find the owner by their dog — In Add credit, the Owner box searches dogs' names as well as owners', and lists each owner's dogs, handy at collection when the team knows the dog but not the owner.
• How credit is used — Available credit is deducted automatically from the next invoice that's issued for the owner, up to that invoice's total, and shown on it as a credit line; anything left over stays on the balance for the invoice after. Owners also see their balance in their portal.
• Credit and draft invoices — With Review before sending switched on, a draft doesn't use any credit yet, because its lines can still change. Credit is worked out and deducted the moment you press Approve, against the final total. That means credit you add after raising a draft is still picked up. While it waits, the draft's row shows the credit that will come off, for example "-£22.00 credit applies on approval", and the Approve confirmation states the amount after credit.
• Reversals — If an invoice that granted or used credit is deleted, the credit is reversed automatically so balances stay accurate. Deleting a draft never changes the balance, since a draft hasn't used any credit.

What it does — Manages Direct Debit mandates for automatic collection. Requires a connected payment provider: Stripe, GoCardless or both. With both connected, each owner's row shows the provider their Direct Debit is on, and new set-up links go out through GoCardless. If you accept cards (Stripe only, switched on in Settings › Payments & Integrations), an owner may have a saved card instead of a mandate; it is collected from in exactly the same way.

What it does — Define frequency-based membership plans with fixed monthly pricing. Pets on a plan are billed automatically each month by Direct Debit — or by card, Apple Pay or Google Pay if you have switched card payments on in Settings › Payments & Integrations (Stripe only). Press Add Membership Plan to open the window below — see 'Adding a membership plan' for every field.

What it does — The Add Membership Plan window creates a recurring plan that bills a pet a fixed monthly price for a set number of days a week, collected automatically by BACS Direct Debit through your Stripe account. Create Plan stays greyed out until all four required fields (marked with *) are filled.

• Plan Name * — A label for the plan, e.g. '2-Day Weekly Daycare'. This is what you'll pick when assigning pets to a plan.
• Days per Week * — How many days a week the plan covers — choose 1 to 5 from the dropdown. This is the frequency the monthly price pays for.
• Monthly Price * — The fixed amount (GBP) collected every month by Direct Debit for the plan's days.
• Ad-hoc Day Price * — The per-day rate (GBP) charged for any extra days a pet attends beyond what the plan covers.
• Linked Service — Optional — associate the plan with an existing service (e.g. Daycare). Defaults to None; the dropdown lists the services you've created.

What it does — Every refund issued against your invoices: how much, why, which payment provider handled it and whether it has gone through. Refunds are made from the invoice, not from this page; this is where you check they arrived. The cards at the top total what has settled and what is still pending for the dates you pick.

• Statuses — Succeeded: the provider has sent the money back. Pending: submitted and waiting for the bank to confirm. Failed: the provider turned it down, and the Failure column says why. Cancelled: the refund was stopped before it went through.
• Which invoices can be refunded — Only invoices paid through Stripe or GoCardless. An invoice paid by bank transfer, cash or card machine was paid outside Genera, so refund it the same way and adjust the owner's balance with a credit if needed.
• Part refunds — You can refund part of an invoice and more later, up to the amount paid. The refund window shows what has already been refunded and what is left.
• Gateway — Shows whether Stripe or GoCardless handled the refund, with its reference, so you can find it in that account.

What it does — Summarises staff salaries and wages (toggle between day-care staff and part-time staff). Pay set on a staff profile flows in here, and each person's monthly and annual cost is worked out whether they're salaried or hourly. Salaries are private: only Admins, Managers and Auditors can open this page or see anyone's pay. Team members with the Billing role work the rest of Finance but never see it.

What it does — An overview of the services your daycare offers (daycare, sleepover, walks, grooming, training, etc.) with their pricing and booking rules. The list shows a single Price column (the standard price, with the puppy price beneath it), Tiered Pricing and Requires Approval as quick tick markers, a Daily Capacity, a Booked as column showing how each service is booked (All day, Stay, Appointment with its length, or Set times with how many), the Closed Days (plus the dates a service is limited to, if you have set any), a Visibility switch that controls whether customers can see the service, and a Status switch for whether it's currently bookable. Services you no longer offer can be archived, which takes them off this list and keeps their history.

• Archive or Delete? — Delete is only for a service that has never had a booking, even a cancelled one, and it can't be undone. Once a service has bookings, use Archive: it comes off your list and its history stays.
• What still shows an archived service — Anything already recorded against it: past bookings, charges, invoices, accounting sync and the finance dashboard. Booking log and report filters don't list archived services.
• Using the name again — You can add a new service with the same name as an archived one.

What it does — The Add Service window defines a bookable service: its name, how it's booked, its price, and the rules for booking and cancelling it. Only a name and a price are needed, plus a length for an appointment or at least one time for set times. Every rule below them is optional. Add service stays greyed out until the name and price are set, and Genera blocks a service that already exists. The window is laid out in titled sections, in the order you decide things: Service (name, icon, category and an optional description), How it's booked (all day, stay, appointment or set times), Length and price (the price, any sizes, tiers and the weekend, bank holiday and derived rates; it reads Price unless the service is an appointment), Availability (available days and dates, and who delivers it), Booking rules (approval, the next-day, same-day and weekend cutoffs, cancellation fee, daily limit) and Visibility & transport (staff only, collection and drop-off). Edit Service uses the same layout, with the bookable Status switch under Visibility & transport.

• Name of Service — Pick a common service (Daycare or Sleepover) or type your own. Custom services get an icon you can choose — or leave on the one auto-suggested from the name — while the two standard services keep their fixed icon.
• Category — The group customers find the service under on their home page, in the booking form's Service list and on the price list. Automatic (the default) picks it from the name and icon; choose a group to override it.
• Description — Optional, and hidden until you switch it on. A few lines customers read under this service on their price list: what's included, how long it takes, what to bring. Up to 2,000 characters, line breaks kept. Switching it off removes it from the price list.
• How is it booked? — Four answers: All day (booked by the day, like daycare), Stay (a start and end date, like boarding), Appointment (a start time for a set length, like grooming) and Set times (times you list, for one dog or several). It decides what bookers pick when they book. Only the chosen answer's settings are saved, so a length typed before switching to All day doesn't stay on the service. Sleepover is always a stay.
• Length — For an appointment, how long it takes in minutes. Back-to-back slots of this length fill the daycare's operating hours, one booking each.
• Price & puppy price — The price is required; the puppy price is optional and falls back to the standard price when left blank. Both accept numbers only. For all-day services and stays they're labelled Standard Daily Price and Puppy Daily Price.
• Sizes — Sell one service in several versions, like a Full Groom by size. Each size has its own name, price, optional puppy price and, for an appointment, length, plus optional weekend, bank holiday and loyalty prices. They share the service's diary and daily limit. See Service sizes.
• Tiered Pricing (Loyalty Discount) — Optional, for daycare/sleepover only — charge a lower per-day rate the more times a pet is booked in a week. The lowest matching tier wins, and the puppy column on each tier is optional.
• Who delivers this service — Optional — for services particular people deliver, like grooming. Turn it on and tick who does it; availability then follows their own diaries and time off instead of the service's, so the same person can't be booked twice at once across everything they do, while a colleague stays bookable at that time. 'Most per day, each' caps how many each person takes in a day (leave blank for no limit), on top of Maximum daily bookings; over either, a booking comes in as a request to approve. 'Let customers choose' lets customers ask for someone by name. Turning the switch off clears the people and the customer choice, and the service is counted as a whole again. Bookings already on the service count against the person straight away when only one is ticked. With several people ticked, open each existing booking and choose who it's with, otherwise it doesn't take up anyone's time.
• Requires Approval — On (the default) means you review every booking of this service before it confirms; off means bookings confirm instantly.
• Next-Day Booking Cutoff — Set a time of day after which a booking won't auto-confirm for the next day. Optionally mark such late bookings as pending for approval instead of refusing them.
• Same-Day Booking Cutoff — Set a time of day, such as 07:00, after which a customer booking for today won't auto-confirm. Hold late bookings for approval (on by default) takes them as pending; turn it off to stop customers booking today after the cutoff. Staff can still book, and recurring schedules aren't checked.
• Weekend Booking Cutoff — Set the last day (Monday to Friday) and time to book the coming weekend, such as Friday 12:00. Applies to Saturday and Sunday, or Sunday only (Saturday then follows the Next-Day Booking Cutoff). Late weekend bookings are held for approval, or refused if Hold late bookings for approval is off. Staff can still book.
• Cancellation Fee — Charge for late cancellations — a fee amount, a free-cancellation window in days, and a cutoff time on the deadline day after which the fee applies. It only affects the fee, not when bookings can be made: use the Same-Day or Next-Day Booking Cutoff for that.
• Available Days — Restrict the service to specific weekdays. Leave all seven days selected for no restriction, or pick a subset; owners can't book the service on a weekday it isn't available (admins can still override). At least one day must stay selected.
• Available dates — Optional — limit the service to a period, such as a course that starts on 8 October and ends on 12 November. Click "Is this service only available between certain dates?" under Available Days and set a From date, an Until date, or both; leave either blank for no limit. Owners can't book the service outside those dates (admins can still override), and it works together with Available Days, so a Thursday-only course can only be booked on Thursdays within its dates. Remove dates clears them.
• Maximum daily bookings — Cap how many of this service can be booked per day. Leave blank for no limit; once a day is full, extra bookings become waitlist requests for approval, up to the Waiting list size.
• Waiting list size — Shown once the service has a daily limit. How many requests a full day can take before customers can't book it at all: blank to always take them, 0 to stop as soon as the day is full, or a number. Staff can still book. You can also stop requests for one day from the dashboard.
• Staff Only — Hide the service from customers while keeping it bookable by your team. When on, it's removed from the owner portal booking flow and the customer price list; staff can still add it from the admin Add booking window. Independent of whether the service is Active. To let just some customers book it, mark it Can book on a group under Owners › Customer Groups.
• Weekend rate — A flat price on Saturdays and Sundays. Dogs with their own custom price or price list keep it at weekends, a bank holiday rate still wins on a bank holiday weekend, and a dog whose own price is £0 always goes free. On a daycare or sleepover service it also keeps weekends out of the weekly loyalty steps: only Monday to Friday count towards the dog's weekly total. See How prices are worked out.
• Bank holiday rate — A flat price, with an optional puppy price, charged on the dates you list under Settings › Operating Times › Bank holiday rates — for every customer. Services without one are charged as normal on those days.
• Derived pricing — For sleepovers: charge the dog's own price for another service (usually Daycare) plus a fixed Surcharge, so the sleepover follows their price list and any custom price automatically instead of being a second set of prices. It replaces the daily price above.
• Counts on the Register — Whether dogs booked on this service appear on Today's Register. On by default.

What it does — Some services happen at a time of day rather than all day — grooming, training, a vet visit, or a group walk. Choose Appointment or Set times under How is it booked? when you add or edit a service, and bookers pick a time instead of booking the whole day. The two differ in who decides the times and how many pets can share one. Because these services sell times rather than days, the same dog can be booked onto more than one of them in a day — a morning walk and an afternoon one — and only booking the exact same time twice is treated as a duplicate. Daycare and Sleepover are unchanged: still one per dog per day.

• Appointment — Back-to-back slots of one length across your operating hours. One booking per slot — best for single-resource services like grooming or a vet visit. Taken slots are greyed out so two bookings never overlap.
• Set times — A fixed list of named times you define (label, start and end), with any gaps you like between them. Multiple pets can share a time, so a pack or trail walk can take a whole group.
• A full time still shows, and can still be asked for — A time that has hit its capacity stays on the list rather than vanishing. It turns amber and stays clickable, and booking it creates a pending waitlist request. You decide whether you can squeeze the dog in; declining or cancelling frees the space straight back up.
• Blocks the team member's diary — Off by default. Turn it on when one person does several services, like a Puppy Groom and a Full Groom. A time is then unavailable, shown as Fully booked, while that person is booked on another service across it. Back-to-back is fine, and bookings on the same service still count towards the time's capacity, so a full time can still be requested. Staff see Team member busy in amber and can still book over it.
• Who sees the numbers — You always see the count on a time — 4 of 6 spots left, or 0 of 6 spaces left · Request. Owners see it only when Show Remaining Spaces to Customers is on under Settings › Service Settings. With it off their card reads Available, Request or Fully booked and works exactly the same way.
• The same dog, more than once a day — An appointment or set-times service can be booked several times in one day for the same dog — a 09:00 walk and a 15:00 walk are two separate bookings. Only the exact same time twice is blocked. Daycare and Sleepover keep the one-per-day rule.
• Picking a time — Bookers choose from the slot grid or your set times when they book; the chosen time shows on the booking and across the schedule and daily views.
• Week of availability — Customers see Monday to Sunday above the times, each day marked with how many times are free, Full, Waitlist, Closed or — (the service doesn't run). Tapping a day moves the booking there. The row counts free times, never places, whatever Show Remaining Spaces is set to.
• Next free day — When the day a customer picked has nothing free, the form offers the first day in the next 8 weeks that does, with a Show times button that jumps to it.
• Sizes — Appointments can be sold in sizes, each with its own length. Set times can't: the time is fixed, so there's no length for a size to set. Choose Appointment to sell a service in sizes.
• Daily limit still applies — How a service is booked controls each time; the Maximum daily bookings setting still caps the total for the day across all slots or times.

What it does — One service sold in several versions, each with its own price and, for an appointment, its own length. A Full Groom can be Small, Medium and Large rather than three separate services. The sizes share one diary, one daily limit and each groomer's Most per day, so two sizes can't be booked into the same time, and "three full grooms a day" counts every size. Bookers pick the size when they book, and everything after that follows it: the price, how long the booking holds the diary, how it shows on the calendar and what the invoice says.

• Where sizes work — All-day services, stays and appointments can have sizes. Set times can't, because each time is fixed and there's no length for a size to set.
• The length is the slot — On an appointment, each size holds the diary for its own length. Start times are spaced by the shortest size, across your opening hours.
• Priced like a service — A size has everything a service's price has: a price, an optional puppy price (blank means the same as the price), weekend and bank holiday prices and weekly loyalty steps. A dog's own price for the size wins, then its price for the whole service. See How prices are worked out.
• On the calendar — Bookings show as Full Groom · Large and are drawn at their own length in the calendar, daily and schedule views and the service provider portal.
• On invoices — Lines read Full Groom (Large). The size's name is kept with the charge, so renaming or removing a size later doesn't change what a customer was billed for.
• Bookings keep their length — Changing a size's length, or a service's timing, doesn't stretch bookings already in the diary. They keep the length they were booked at.

What it does — Genera can charge the same service at different prices depending on the day, the customer, the dog and how often they come. Every time a booking is priced, Genera works down a fixed list and stops at the first rule that gives a price: a one-off price typed on that booking; a bank holiday rate; a custom price agreed for that dog; the customer's price group; the service's weekend rate; the service's weekly loyalty discount; and finally the service's standard daily price. So a dog with its own agreed rate pays that even if their household is in a price group, and a customer in a price group pays its price rather than the weekend rate or the loyalty discount. Only bank holiday rates sit above the customer's own prices, because they belong to the day, not the customer: if a bank holiday is £80, it is £80 for everybody. The one exception is a dog whose own price is £0. That dog goes free every day, bank holidays included. Three of those rules — a dog's custom price, a price group and the loyalty discount — can charge less the more often a dog comes, in steps such as 1 day £60, 3+ days £55, 5+ days £50. Genera counts the dog's bookings in that Monday-to-Sunday week and the cheapest step the week qualifies for wins. A single step at 1 day is simply a flat rate. If your Daycare or Sleepover has a weekend rate, weekends are kept separate: only the weekdays the dog is in, Monday to Friday, count towards the steps. A booking's price is fixed when it is made. Changing a price later never silently rewrites your diary — Genera shows you which bookings still carry the old price and lets you decide.

• 1. One-off price — A price typed on a single booking. It always wins, and no later price change ever touches it.
• 2. Bank holiday rate — A flat price on the dates listed under Settings › Operating Times › Bank holiday rates, charged to every customer — including those in a price group or a custom price. A bank holiday that falls on a weekend is charged as the bank holiday. Services without a bank holiday rate are charged as normal.
• 3. Dog's custom price — A rate agreed for one dog, set on the dog's Pricing tab. Either one flat rate, or steps by days a week (Any, 2+ days, 3+ days and so on). A custom price of £0 means the dog goes free, and that beats the bank holiday rate too.
• 4. Price group — The price group the customer is in, set on their profile — or the one set on that dog's Pricing tab, which overrides the household's. On Saturdays and Sundays it uses its own weekend rate if it has one, otherwise its usual price. A price group only covers the services it has prices for; anything it leaves on Standard pricing falls through to the rules below.
• 5. Weekend rate — On Saturdays and Sundays the service is charged at its flat weekend price for every customer who doesn't have a custom price or a price group for that service. Weekends also sit outside the weekly steps: once your Daycare or Sleepover has a weekend rate, a Saturday or Sunday doesn't count towards the dog's weekly total, so it can't make their weekdays cheaper.
• 6. Weekly loyalty discount — The service's own Tiered Pricing steps — for example 3+ bookings a week £28. Open to every customer who isn't in a price group or custom price for that service. These are the rates shown on your standard customer price list.
• 7. Standard price — The service's Standard Daily Price, or its Puppy Daily Price for a puppy.
• How the week is counted — Genera counts the dog's accepted bookings in the Monday-to-Sunday week the booking falls in. Daycare and sleepover bookings count together; every other service counts on its own. If your Daycare or Sleepover has a weekend rate, Genera counts days instead: every weekday the dog is in, Monday to Friday, counts once, whether it's a daycare or a day of a sleepover, and weekends don't count. The cheapest step the week qualifies for wins, and when a booking is added or cancelled the rest of that week is re-priced to match.
• Puppies — Every step can carry its own puppy price. Leave it blank and puppies pay the same as adults on that step.
• Price Groups are not Tiered Pricing — They do different jobs. Tiered Pricing, set on a service, is the weekly loyalty discount everybody gets. Price Groups, under Finance › Plans & Pricing, are sets of prices you put particular customers on. A customer in a price group pays its price for the services it covers, instead of the loyalty discount.
• Prices are fixed when booked — Each booking keeps the price it was given when it was made, and recurring bookings are added to the diary about a year ahead. When you change a service's price, a price group's prices or a customer's price group, Genera shows how many bookings already in the diary still carry the old price and what the change comes to, and you choose whether to update them. Invoiced bookings and one-off prices are never changed.
• Services sold in sizes — Each size of a service (a Full Groom in Small, Medium and Large, say) is priced as if it were its own service, down the same list: it can have its own weekend and bank holiday prices and weekly loyalty steps. A dog's custom price for that size comes before its custom price for the whole service, and a price group can price each size separately. See Service sizes.

What it does — Named sets of prices for particular customers or dogs — for example Legacy, New Customers, or an agreed rate for one family. A daycare that has raised its prices over the years is usually running several sets of prices at once; a price group holds one of them, so you can raise one group's prices without moving anyone on the others. A customer's price group decides what they pay for each service, and every dog in the household follows it unless you give a dog its own. Customers see their own prices on their price list (the menu in their portal), with your standard price struck through, but never the price group's name. Price Groups is a tab under Finance › Plans & Pricing, and each card shows the group's live prices, the customers and dogs in it (each name opens their profile), and any price change you have scheduled.

• Standard pricing — The price group sets no price for that service, so its customers pay the service's own price, including any weekly loyalty discount. It means you can create and assign a price group before deciding every price.
• One daily rate — A single price per day however often the dog comes — how you keep a group of customers on an agreed flat rate.
• Day-count rates — Steps by how many bookings the dog has in that Monday-to-Sunday week, e.g. 1 day £60, 3+ days £55, 5+ days £50. The cheapest step the week qualifies for wins. Daycare and sleepover bookings count together. If your Daycare or Sleepover has a weekend rate, only the weekdays the dog is in count.
• Weekend rate — Optional, per service. Customers in the price group pay it on Saturdays and Sundays instead of their usual price. Leave it blank and they pay their usual price-group price at weekends, not the service's own weekend rate.
• Default for new customers — One price group can be marked Default for new customers, so people who join from now on land on your current prices without you assigning them by hand.
• Scheduled price changes — A price group keeps each set of prices with the date it starts. Scheduling a rise leaves the current prices in place for earlier bookings, so nothing already in the diary moves unless you choose to update it. The card shows when a change is coming.
• Updating the diary — A booking's price is fixed when it is made. After a change, Genera shows how many bookings still carry the old price, between which dates, and what the difference comes to — then updates them only if you ask. Invoiced bookings and one-off prices are never changed.
• What overrides a price group — A custom price on the dog's Pricing tab, the service's Bank holiday rate and a one-off price typed on a booking all beat the price group. The service's Weekend rate does not: customers in a price group keep its prices at weekends. See How prices are worked out for the full order.
• What customers see — Their price list (View prices on their home page, View price list on their Billing page) shows their own prices, with your standard price struck through and a short line telling them they have special pricing. The price group's name never appears. If a household's dogs are in different price groups, they see your standard prices.
• Who can change it — Price groups and their prices can only be edited by team members whose role can edit pricing; everyone else sees them read-only.
• Services sold in sizes — A service with sizes has a row for each size, so a price group can price a Small and a Large differently. A size left on Standard pricing is charged at its own price.

What it does — Sell prepaid days up front, like 10 days of Daycare for £285. Each day one of the owner's dogs comes uses one day of their bundle, so booking ahead doesn't use anything up. A covered day costs £0 and is labelled Bundle; once the bundle runs out, days go back to their normal price.

• Covered days — A day a bundle pays for is £0 and shows a Bundle pill in the Ledger and on the dog's Charges tab. Hover it to see the bundle and the price it replaced. On the invoice it reads Covered by your bundle.
• Cancelled days come back — Cancel a covered day and it goes straight back into the bundle.
• Booking ahead — A year of repeat bookings doesn't use up a 10-day bundle. Only days that have come round, or are being invoiced, use it.
• One service — Each bundle covers one service. Transport, add-ons and cancellation fees are always charged as normal.
• Price groups — Bundles sit on top of the normal price. A covered day is £0 whatever the owner's price group or the dog's own price says.
• Description — Optional text about the bundle, shown to customers in the Shop and at checkout. Change it any time; bundles already sold aren't affected.
• What customers see — Days left on their Home and Billing pages, a Bundles tab in Billing, a note in the booking form when they have days for that service, and the Shop for bundles they can buy.
• Who can change them — Admins add and edit bundles. Anyone who can take payments can sell one or add days.

What it does — Every price that has been set by hand for a single dog, so you can see who isn't paying the normal rate. There are two lists. One-off overrides are prices typed on a single booking with Change price in the booking window; that day's charge stays at the price typed. Saved per-pet prices are a dog's own price for a service, set on their profile; it is used for every new booking of that service, ahead of Price Groups, weekend rates and the service's normal price.

• One-off or saved — A one-off override changes one booking's price and nothing else. A saved price is the dog's rate from now on, for every new booking of that service.
• Which price wins — A price typed on the booking always wins, then a bank holiday rate. Next comes the dog's saved price, which beats the weekend rate, then the customer's Price Group, then the service's own discounts and its normal price.
• £0 is a real price — A saved price of £0 means the dog comes free, for example a staff dog. Delete the price instead if you want them on the normal rate.
• Set by — The team member who typed the one-off price, where Genera knows it.
• Read-only team members — Can see both lists but can't open or change a price.

What it does — Two account-level views for keeping on top of money owed.

• Balances — /admin/finance/balances — Outstanding balances per owner; the owner-account variant drills into one account.
• Custom Day Rate — /admin/finance/custom-day-rate — The per-pet/service custom pricing currently in effect, now under Plans & Pricing as the Custom Day Rate tab (formerly Daily). Each pet's photo appears next to their name in both the one-off overrides and saved-price lists.

What it does — Your customers can view your prices themselves from their portal. A View prices button beside Book something on their home page and a View price list button on their Billing page open a printed-menu style card showing every bookable service, its price, its puppy rate, any weekly loyalty tiers and the description you've written for it, grouped under headings such as Daycare, Grooming and Baths. The list is generated from Finance → Services, so it is always up to date and there is nothing separate to maintain. Its headings, ornaments and Done button take your portal brand colour, while the prices stay dark so it reads and prints clearly. Customers on a price list see their own prices instead, with your standard price struck through and a short line telling them they have special pricing. Owners can print it or save it as a PDF.

• Where customers find it — View prices beside the Book something heading on their portal home page, plus View price list at the top of their Billing page.
• What it shows — Every bookable service with its standard price, the puppy rate where it differs, each weekly loyalty tier and its description, if it has one.
• Service descriptions — Write a description on a service in Finance → Services and it appears under that service's name and price. It prints with the list too.
• Kept in sync automatically — Prices come from Finance → Services and each service's weekly loyalty steps, or from the customer's price list — change a price there and the customer price list updates immediately.
• Customers on a price list — If all of a customer's dogs are on the same price list (Finance › Plans & Pricing → Price Lists), they see that list's prices, its weekly steps and its weekend rate, with your standard price struck through beside each one. A line under the heading tells them they have special pricing. The price list's name is never shown. A household whose dogs are on different price lists sees your standard prices.
• Hiding a service — Untick Bookable on a service to remove it from the customer price list.
• Print or PDF — The Print button prints just the price list, so owners can keep a copy or put it on the fridge.
• In your colours — A thin band of your portal brand colour across the top, with matching headings and a matching Done button. Set the colour in Settings › Branding.
• Grouped like the home page — Services sit under the same headings customers book from: each service's Category in Finance › Services, or the group Genera picks on Automatic. Paid collection & drop-off has its own section at the end.