Running a pet care business means keeping track of a lot more than pets and appointments. You also must keep Running a pet care business means keeping track of a lot more than pets and appointments. You also must keep an eye on payments, outstanding balances, and invoices that haven’t been paid yet.
It can be easy to focus on the day-to-day business and overlook an unpaid invoice here or there. But those balances can quickly add up. That’s why setting aside time at the end of every month to review open invoices and follow up on outstanding payments can make a big difference.
With the right dog boarding software, monthly collections can become a simple, repeatable part of your routine instead of a time-consuming task.
Why Monthly Collections Matter
An unpaid invoice may not seem like a big deal when it’s just one balance. But when several unpaid invoices accumulate over multiple months, the amount of money sitting in accounts receivable can become significant.
A monthly collections process gives you an opportunity to:
- Identify outstanding balances before they become overdue for too long
- Follow up with pet parents while transactions are still recent
- Improve cash flow and predictability
- Reduce the amount of time spent tracking down old payments
- Keep your financial records more organized
- Give your team a consistent process for handling unpaid invoices
Rather than waiting until an unpaid balance becomes a problem, make reviewing open invoices part of your regular month-end routine.
Start With an Open Invoice Report
One of the easiest places to start is with an open invoice report.
At the end of each month, run a report showing invoices that still have an outstanding balance. This gives you a clear picture of what is owed and allows your team to determine which accounts need follow-up.
Depending on your business and policies, you may want to review information such as:
- Pet parent name
- Invoice number
- Invoice date
- Services provided
- Outstanding balance
- Payment history
- Due date or payment status
Having this information in one place makes it much easier to work through outstanding balances systematically.
Instead of relying on memory, sticky notes, or multiple spreadsheets, your team can use the report as a starting point for the month’s collection efforts.
Send Payment Links to Make Paying Easier
Once you’ve identified outstanding invoices, the next step is reaching out to the customers who still have a balance.
This is where making payment as convenient as possible can help.
Rather than asking a pet parent to call the facility, provide a card number over the phone, or come into the business to pay, sending a payment link gives them a quick way to take care of the balance.
A payment link can be especially helpful for busy pet parents who may not have time to call during your facility’s business hours.
A simple message letting them know they have an outstanding balance and providing a secure way to pay can remove unnecessary friction from the process.
Make Collections Part of Your Month-End Routine
Consider establishing a recurring month-end routine:
1. Run your open invoice report.
Start by identifying all outstanding balances.
2. Review the list.
Look for balances that need immediate attention and confirm that the information is accurate.
3. Contact customers with outstanding balances.
Send a friendly reminder along with a convenient payment option.
4. Track follow-ups.
Make note of accounts that have been contacted and any additional action that may be needed.
5. Review remaining balances.
At the end of the process, identify invoices that still need follow-up going into the next month.
Creating a predictable process means collections don’t become something your team remembers only when cash flow gets tight.
Use Your Software to Simplify the Process
The right dog boarding software can help bring your financial and operational information together, making it easier for your team to see what is owed and act.
With Kennel Connection, facilities can use reporting tools to identify open invoices and keep track of outstanding balances. Payment tools can also make it easier to give customers a convenient way to complete their payments, creating a process that is easier for your staff to manage and easier for your customers to complete.
Don’t Let Small Balances Become Big Problems
Collections don’t have to mean chasing down customers or spending hours going through old invoices.
A simple monthly review can help you catch unpaid balances early, stay organized, and maintain healthier cash flow.
Set aside time at the end of each month to review your open invoices. Identify what is outstanding, send payment reminders and links, and make follow-up part of your regular workflow.
When monthly collections become a habit, you can spend less time wondering where your outstanding payments stand and more time focusing on running your pet care business.
