If the customer is new:

Click on the button   New customer

• Fill in the basic and contact information

  The software automatically checks if that email address or ID already exists and shows a warning to avoid duplicate contacts

• If you want to include more information (address, state, etc.), click on More information

• To write the information about Privacy/GDPR, click on Privacy

• Add basic information about their animals
  (Later, in the animal file, you can add more information)

• Click on Save and continue to continue.

If the customer already exists:

• Write the name and select from the drop-down

• If he already has animals, they will appear on the right. If not, you can add his animals:

  

In both cases, if the customer has several animals configured, you can select which ones you want to booking/check-in/...

If there's information, the button is highlighted in red

Quick access buttons:

The software checks if that customer has an unpaid invoice, and shows a warning. So, before making a booking or check-in, you will know if the customer has pending payments.

It also displays the customer's latest canceled booking/appointment with the date and reason. You can view more information or check the history of all cancellations by clicking on one of them.

• Select check-in and check-out dates/times.

• Click on "Select Room," and the system will display only the available rooms for those dates.

  
  

  (As you know, you can configure your rooms, assign them any number or name you want, and an identifying color)

• Transportation options **: You can indicate if there is pick-up and/or home delivery service.

  If you check the option, pick-up/delivery will be automatically added to the schedule or "transport sheet" for that day. If you modify the check-in or check-out date and click on the Save button, the pick-up/delivery day in the schedule will be updated automatically.

  
  

  You can also check the schedule directly from here. By clicking on the "Transport Schedule" option, the schedule will open in a new browser tab.

• You can add notes or comments if you want.

• And you can also add notes or comments.
  
  

** This option corresponds to the Pet transport software. In the event of not having this software, the Transport option will appear inactive.

See more information about the transport software:

You can assign a color label to the booking if you want to identify it more quickly.

Color Labels: You can assign a color to quickly identify a booking/check-in/service/etc. or a customer/animal/etc. You decide the utility of the labels and which colors to use. For example: In my business, there are special customers to whom I apply different rates, and I use colors to identify them: friends, VIPs, members, regular customers, ... In my business, booking must be prepaid, and I use a color to identify paid and pending ones. I use a color to identify certain problematic customers who always cancel booking or have constant unpaid bills. Certain animals have specific behavior or requirements, and I want to identify them with a special color. For example, females in heat, aggressive animals, puppies, or those requiring special medication/treatments. In my hotel, I have occupancy issues, and there are animals I'm going to move to other rooms. I identify those entries with another color. In my grooming salon, certain special services require specific equipment, and I mark them with a special color: for example, relaxation treatments take place in the "Spa" room, grooming is done in the "grooming" room. Or to determine duration, difficulty, or any other parameter, I use special colors. Or any other parameter that you find useful. You decide.

The rates or stay services and additional complements

• One line appears for each animal with the default basic rate, but you can change and select another
  (it could be that both pay the same rate or that, being together, one pays a reduced price, special price for a long stay, ... as you see fit)

• The number of units is automatically calculated based on the check-in and exicheck-out dates/times.

  (You can configure whether to charge per days or nights of accommodation and the check-out time limit from which 1 day is added to the accommodation.)

  
  

  If you want to read more about the differences between billing per days or nights and configuring the checkout time, keep reading:

  + Info
  

• By clicking the Add button, you can add more services or extras.

• Includes money discounts on different services. To do this, just enter the amount and select whether it is a % or an amount of money. For example, 10% or $10 discount.

• The discount is applied, and at the end of each line, you will see the base price (without taxes) with the discount already applied.

• You can add extras: transportation, extra for special meals, VIP room, extra for heating/TV/cameras, etc.

How to configure your Hotel services efficiently?:

How to configure your nursery/day-care services efficiently?:

If the customer pays money, you note it in the Advances section, and you will see that at the bottom, the total money, what has already been paid, and the pending amount to pay appear.

You can add automatic reminders so that, on the selected day, the customer receives an email reminder of their booking. These reminders are sent automatically; you don't have to send them manually.

You can add as many reminders as you want by clicking the ADD button.

You can choose the day you want the notice to arrive by writing a custom date or using the date calculator.
For example, if you select 15 days before, the software calculates 15 days before the appointment date and writes it in the date field.

If you select, for example, to send the automatic reminder 7 days before, but there are 5 days left for the booking, logically, it can only be scheduled to be sent 4 days before the booking.

You can also select the time you want it to be sent from the Time dropdown. If the customer has multiple email addresses, you can choose which one to send it to.

If you select the "Send me a copy" option, you will receive a copy in your email.

When you Save, these reminders will be scheduled to be sent on the selected date/time. They will appear here and in the View > Automatic Reminders.

Reminders cannot be modified, but you can cancel the reminder and create a new one.

If you modify the service date, the reminders will not be automatically deleted. You can keep the reminders you had scheduled or cancel them and create new reminders, as you see fit.

Read more about the automatic sending of reminders for upcoming booking:

How to configure your Hotel services efficiently?:

The documents or contracts that you have configured to print and/or deliver to the customer will appear.
For example, booking or accommodation conditions, legal conditions, rates/prices, requirements, contract, etc.

You can indicate the type of each document: Privacy, Appointment, Service, ... and for greater convenience, they will appear right at that moment so you can print them, deliver them to the customer, or whatever you need.

To add new documents or contracts associated with the booking, go to the Tools option > Documents and select the type Appointment or booking

The documents include the auto replace data feature that will save you a lot of time. If you want, you can read more information about documents and contracts below:

How to configure your Hotel services efficiently?:

At the bottom, you will see the price, which updates as you add addons, discounts, advances, etc.
It appears detailed:

• The Base price (without taxes)

• The money corresponding to the tax you have configured, for example, VAT

• The final price: base + taxes

• The money paid (advances)

• The money pending for payment

If you click the Save button, the booking is recorded in the software and new buttons appear for:

  Cancel   Save

• You can Save again if you have made any changes

• To exit without taking any action, just click the Cancel button.

  Print

  Send email

• You can Print the summary document of the booking or download it in .pdf format

• You can Send by email the booking confirmation to the customer

  A pop-up window opens for you to see the email that will be sent to the customer, with the date/hours and animals. Additionally, you can include a text with more information.

  
  If the customer does not have an email address, a warning message appears. In the customer's profile, add their email address and then you can send them emails.

  A notice also appears if the customer does not accept receiving notifications from you. By clicking on View details, you can see/edit this information in the customer's profile, which will open in a new tab.

  
  

  If you want, you can attach the booking summary with all the details to the booking confirmation.

  You can also send yourself a copy to your own email.

  Convert to check-in

   Delete   /   Cancel  

• You can "convert" this booking into an check-in when the animal starts the stay

• And you can also Delete or cancel the booking.

Note: If you have made changes, remember to SAVE before taking any other action (print, send the email, etc.) as otherwise, the information will not be updated in that .pdf, email, etc.

If the customer is new:

Click on the button   New customer

• Fill in the basic and contact information

  The software automatically checks if that email address or ID already exists and shows a warning to avoid duplicate contacts

• If you want to include more information (address, state, etc.), click on More information

• To write the information about Privacy/GDPR, click on Privacy

• Add basic information about their animals
  (Later, in the animal file, you can add more information)

• Click on Save and continue to continue.

If the customer already exists:

• Write the name and select from the drop-down

• If he already has animals, they will appear on the right. If not, you can add his animals:

  

In both cases, if the customer has several animals configured, you can select which ones you want to booking/check-in/...

If there's information, the button is highlighted in red

Quick access buttons:

The software checks if that customer has an unpaid invoice, and shows a warning. So, before making a booking or check-in, you will know if the customer has pending payments.

It also displays the customer's latest canceled booking/appointments with the date and reason. You can view more information or check the history of all cancellations by clicking on one of them.

• Select check-in and check-out dates/times.

• Click on "Select Room," and the system will display only the available rooms for those dates.

  
  

  (As you know, you can configure your rooms, assign them any number or name you want, and an identifying color)

• Transportation options **: You can indicate if there is pick-up and/or home delivery service.

  If you check the option, pick-up/delivery will be automatically added to the schedule or "transport sheet" for that day. If you modify the check-in or check-out date and click on the Save button, the pick-up/delivery day in the schedule will be updated automatically.

  
  

  You can also check the schedule directly from here. By clicking on the "Transport Schedule" option, the schedule will open in a new browser tab.

• You can add notes or comments if you want.

• And you can also add notes or comments.
  
  

** This option corresponds to the Pet transport software. In the event of not having this software, the Transport option will appear inactive.

See more information about the transport software:

You can assign a color label to the booking if you want to identify it more quickly.

Color Labels: You can assign a color to quickly identify a booking/check-in/service/etc. or a customer/animal/etc. You decide the utility of the labels and which colors to use. For example: In my business, there are special customers to whom I apply different rates, and I use colors to identify them: friends, VIPs, members, regular customers, ... In my business, booking must be prepaid, and I use a color to identify paid and pending ones. I use a color to identify certain problematic customers who always cancel booking or have constant unpaid bills. Certain animals have specific behavior or requirements, and I want to identify them with a special color. For example, females in heat, aggressive animals, puppies, or those requiring special medication/treatments. In my hotel, I have occupancy issues, and there are animals I'm going to move to other rooms. I identify those entries with another color. In my grooming salon, certain special services require specific equipment, and I mark them with a special color: for example, relaxation treatments take place in the "Spa" room, grooming is done in the "grooming" room. Or to determine duration, difficulty, or any other parameter, I use special colors. Or any other parameter that you find useful. You decide.

The rates or stay services and additional complements

• One line appears for each animal with the default basic rate, but you can change and select another
  (it could be that both pay the same rate or that, being together, one pays a reduced price, special price for a long stay, ... as you see fit)

• The number of units is automatically calculated based on the check-in and exicheck-out dates/times.

  (You can configure whether to charge per days or nights of accommodation and the check-out time limit from which 1 day is added to the accommodation.)

  
  

  If you want to read more about the differences between billing per days or nights and configuring the checkout time, keep reading:

  + Info + Info
  
  

• By clicking the Add button, you can add more services or extras.

• Includes money discounts on different services. To do this, just enter the amount and select whether it is a % or an amount of money. For example, 10% or $10 discount.

• The discount is applied, and at the end of each line, you will see the base price (without taxes) with the discount already applied.

• You can add extras: transportation, extra for special meals, VIP room, extra for heating/TV/cameras, etc.

If the customer pays money, you note it in the Advances section, and you will see that at the bottom, the total money, what has already been paid, and the pending amount to pay appear.

The documents or contracts that you have configured to print and/or deliver to the customer will appear.
For example, booking or accommodation conditions, legal conditions, rates/prices, requirements, contract, etc.

You can indicate the type of each document: Privacy, Appointment, Service, ... and for greater convenience, they will appear right at that moment so you can print them, deliver them to the customer, or whatever you need.

To add new documents or contracts associated with the check-in, go to the Tools option > Documents and select the type Check-in

The documents include the auto replace data feature that will save you a lot of time. If you want, you can read more information about documents and contracts below:

At the bottom, you will see the price, which updates as you add addons, discounts, advances, etc.
It appears detailed:

• The Base price (without taxes)

• The money corresponding to the tax you have configured, for example, VAT

• The final price: base + taxes

• The money paid (advances)

• The money pending for payment

If you click the Save button, the booking is recorded in the software and new buttons appear for:

  Cancel   Save

• You can Save again if you have made any changes

• To exit without taking any action, just click the Cancel button.

  Print

• You can Print the summary document of the booking or download it in .pdf format

  Make check-out to check-in

   Delete  

• You can "convert" this check-in into an check-out when the animal ends the stay

• And you can also Delete the check-in.

Note: If you have made changes, remember to SAVE before taking any other action (print, send the email, etc.) as otherwise, the information will not be updated in that .pdf, email, etc.

You can search using the search bar at the top and sort as you like by clicking on the table's title.

More information on ordering and search engines:

You can modify what you need, and at the bottom, you have several options that allow you to:

1. Delete

2. Print the summary document with all check-in information

3. Save, if you have made any changes

4. Check-out or exit

5. Cancel or exit without saving

When the stay ends, and the animal leaves the hotel/daycare, the check-out is done.

You can check-out in two ways:

• In the View check-in list

• and within an check-in

Using the button Check-out

When you click the button, you will see several options:

1. Check-out and invoice

2. or check-out and pay at the PetShop, to add other products or services

3. or just check-out (to invoice later)

Choose the one you prefer.

By clicking on the Check-out button, a pop-up window appears:

• Select whether to generate the sale with or without taxes

• The remaining amount to be paid is displayed

• Enter the amount they pay you

• Select the payment method (Cash, card, etc.). If you click on "Other," the rest of your payment methods will appear, allowing you to select the appropriate one.

  If the customer will be using multiple payment methods, select the Mixed Payment option to add 2 or more payments, for example, paying 20€ using a card and 30€ using cash (money).

  You can configure other payment methods in the Settings > Payment Methods option.

• Click on Check-out

The invoice or sales document appears, and you can:

• Edit what you need: payment date, invoice number, etc.

• Print it

• Delete it

• Send it by email (and have it sent to you by email if you want)

If not fully paid (for example, the total is $200 and they paid $180), the invoice will be marked as "pending" and will appear in the Report > Unpaid Invoices.

A pop-up window will appear to confirm that you want to check-out.

The PetShop software has been opened, and the hotel/daycare accommodation has been added to the ticket.

You can add products and services to invoice them together.

• If you want to add products, select them by clicking on them

• If you want to add services, click on the Invoice service option (for example, veterinarian), and all pending veterinary consultations to be invoiced will appear.

  You can view the service and add it to the ticket.

The service will be closed or finished. By clicking Pay, the sale is completed, and the invoice is generated.
Refer to the sales screen help guide for more information

A pop-up window will appear to confirm that you want to check-out.

If you click, the check-out is done, and a confirmation appears to indicate whether the check-out was successful.

If the check-out is successful, you can:

• Simply close this window and continue with other tasks

• View the summary document of the check-out by clicking the View Details.

At the bottom, there are buttons with which you can:

• Delete

• Print the summary document

• Save, if you have made any modifications

• invoice and invoice here

• or invoice and invoice in the PetShop, to add other products and services

You can select the option Charge In PetShop, which allows you to charge for the service in the petshop software:

• Independently, only for this service.

• Together with other services, for example, grooming or training.

• Together with products.

• Together with products and other services.

Internally, for your statistics, Gespet will record the portion corresponding to each business area.
This way, you can determine how much you have earned/billed for each business area and for each product and service, even if they are sold together.

There may be some special situations, which we will explain with examples:

SITUATION 1. A pet hotel that accepts payments throughout the stay

In the case of long stays or for customers with previous unpaid bills, this pet hotel wants to collect a certain amount, for example, at the end of each month, instead of charging the full amount at the beginning or end of the stay.

The duration is, for example, 4 months, and the estimated amount is, for example, $560. The customer will pay $100 at the end of each month and the remaining amount at the end of the stay.

How can this be managed?

• When the customer makes the payment, access that entry.

• In the Advances option, record the $100 payment.

• Repeat this process for the remaining payments.

• When checking this stay, you will see the paid and pending amounts. Also, in the Pending to Invoice report.

• At the end of the stay, perform the checkout, charge, and invoice. You will see that the customer paid, for example, $300, and $260 are pending.

  • If the customer pays the pending amount (€260), the complete stay will be paid, and the invoice will have a Paid status.

  • If not, the invoice will be pending. Continue reading the next case.

SITUATION 2. A customer does not pay the full invoice amount

It may happen that only part of the total service amount is charged. For example, the stay amount is €300, but when checking out, the customer only pays €200, leaving €100 pending.

This may be because the customer intends to pay that amount later or with another payment method, etc.

• If you have already completed the check-out, charged, and invoiced (as in the previous case), and after a few days, the customer pays the pending amount:

  • In the View > Sales option, select the invoice. You will see that it has a Pending Payment status.

  • In the Advances section, record the amount the customer pays and click Save.

  • The invoice status:

    • If it is the total remaining amount, the invoice now has a Paid status.

    • If more money is still due, the invoice remains Pending.




• If, at the end of the customer's stay, you complete the check-out but do not want to charge and invoice yet because you will do so later or when the customer pays the full amount:

  • You can only perform the check-out (without charging or invoicing).

  • In the Advances option, record the amount the customer pays and click Save.

  • When you are ready to charge/invoice, in View > Check-outs, select that Check-out and click on the Charge and Invoice option to generate the invoice.

Reports for download and printing

Reports > Pending invoicing: After the check-out, the payment and invoice are made. But meanwhile, you can see the money that has not yet been collected but will be invoiced when the check-out is made.

EXPORT INFORMATION .XLS FORMAT
(Settings > Data Management)

• Check-outs

IF YOU HAVE MADE A MISTAKE, AND YOU NEED TO MODIFY THAT INVOICE

The invoices cannot be deleted or modified, because the legislation does not allow this procedure.

If you have made a mistake when making an invoice (for example the customer you have selected is not the correct one, it's not possible to simply delete that invoice and create a new one or modify it to change the customer. It's necessary to make an Invoce refund. This is a type of invoice that we will use to rectify an ordinary invoice in which we have made a mistake.

When making an Invoce refund, the previous invoice, the payment and the stay/service/sale are cancelled.

Invoce refund and Invoices cannot be deleted. When the invoice is canceled by generating a Invoce refund, it's not possible to delete or "undo" that Invoce refund.

This process is irreversible, for this reason, when you click on the Refund button, the cancellation is not done directly, A pop-up appears for you to confirm that you want to make the Invoce refund. In other words, we have included a double confirmation, so that the Invoce refund is not made by mistake.

As we said before, making an Invoce refund cancels the previous invoice, the payment and the stay/service/sale. To register that stay/service/sale again, it's necessary to enter the stay/service/sale data again and finish it. Once it's finished, you can make the payment/invoice.

When you re-enter the stay/service/sale, it will not be duplicated, because the previous one has been canceled when making the Invoce refund.

Let's see it in an example:

• When making the invoice if you see that you have made a mistake, or in the View > Sales option > select the invoice you want and click on it.

• Click on the Refund button to making a Invoce refund.

• You can write the reason why you make the Invoce refund, for example an error in the customer's data.

  

• This Invoice refund includes reference to the invoice that is being "corrected" (the number and date of the invoice)

• You can configure the invoice numbering and the numbering of the refund invoice in the Configuration option.

• You can print it or send it by email if you want

Now you can do again de check-in, services or sale selecting the correct data and at the end of the check-out, service or sale, you can make the payment/invoice with the correct data.

At the top of the screen, there is a search bar. If you enter customer information and press enter or click on the magnifying glass, all matches will be displayed

You can sort the list of customers as you need: 

More information on ordering and search engines:

To add customers, you have two options:

• Add them individually (one by one) using the Add option.

• Or add multiple contacts at the same time using the Import option.

To add them, use the buttons at the top:

• Click the Add Customer button, fill in the information, and click Save.
  (Refer to the New > Customer section for more information)

• Or click the Import button and follow the instructions.

At the top of the screen, there is a search bar. If you enter supplier information and press enter or click on the magnifying glass, all matches will be displayed

You can sort the list of suppliers as you need: 

More information on ordering and search engines:

To add suppliers, you have two options:

• Add them individually (one by one) using the Add option.

• Or add multiple contacts at the same time using the Import option.

To add them, use the buttons at the top:

• Click the Add New button, fill in the information, and click Save.
  (Refer to the New > Customer section for more information)

• Or click the Import button and follow the instructions.

At the top of the screen, there is a search bar. If you enter supplier information and press enter or click on the magnifying glass, all matches will be displayed

You can sort the list of suppliers as you need:

More information on ordering and search engines:

To add animals, you have two options:

• Add them individually (one by one) using the Add option.

• Or add multiple animals at the same time using the Import option.

To add them, use the buttons at the top:

• Click the Add New button, fill in the information, and click Save.
  (Refer to the New > Customer section for more information)

• Or click the Import button and follow the instructions.

How to import animals in bulk in the software

Terminology used in the software

• Breed and variety: Some breeds have varieties. For example Breed: Poodle | Variety: Miniature

• Fur: Smooth coat, double coat, wire coat, long coat, curly coat, ...

• Size: mini, small, medium, ...

• Spayed: If the animal is Spayed or Sterilized

• Microchip: It's a small device that provides your pet with permanent identification.

• Veterinary book or pet passport: It's a document that officially records information about an animal and its vaccinations.

• Breeder: select yourself (if you are the breeder) or select another breeder from the list. (You can add breeders in the New > breeder option)

• Tattoo: in some countries,the tattoo is a valid ID for every dog with a pedigree

• Book of origins: In some countries, the book of origins is used to track genealogy and preserve the breed purity by stimulating its conservation and genetic improvements. You can include the number, date and country of inscription in the book.

At the top of the screen, there is a search bar. If you enter contact information and press enter or click on the magnifying glass, all matches will be displayed

You can sort the list of contacts as you need: 

More information on ordering and search engines:

To add contacts, you have two options:

• Add them individually (one by one) using the Add option.

• Or add multiple contacts at the same time using the Import option.

To add them, use the buttons at the top:

• Click the Add New button, fill in the information, and click Save.
  (Refer to the New > Customer section for more information)

• Or click the Import button and follow the instructions.

How to import contacts in bulk in the software

At the top of the screen, there is a search bar. If you enter expense information and press enter or click on the magnifying glass, all matches will be displayed

You can sort the list of expenses as you need: 

More information on ordering and search engines:

To add a new expense, click on the 'Add New' button icon, fill in the details, and click 'Save'.
(Refer to the 'New > Expenses' section if you want to see more information)

How to record expenses in the software: