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:

Notice of Outstanding or pending Invoices

The system checks if the customer has any pending invoices and displays a notice. This way, before making a booking, you can find out if the customer has pending payments. 

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

• Select the approximate start and end dates and times of the service.

• If you wish, you can choose the employee who will perform the service.

  You can add more employees in the Settings > Employees option.

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

  

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

  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 desired.

• You can assign a color tag to the appointment if you want to identify it more quickly.

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.

**

This option corresponds to the Transport software. In case you do not have this software, the Transport option will appear inactive.

See more information about the Transport software:

You don't need to fill in more information to schedule an appointment.

But if you want, you can already fill in information regarding the services (Behavior correction, socialization, special training,...)

• Hitting the button   Add , you can add as many lines as you need, one for each service

• The price or rate is automatically filled in.

  You can configure your prices or rates in the Settings > Services

• Include money discounts on different services. To do this, just type the amount and select whether it's a % or an amount of money. For example, 10% or $14 discount.

  
  

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





How to configure your services efficiently:

Keep reading

Money Advances

If the client pays money, you can record it in the Advances section, and you'll see that at the bottom, the total amount, the amount paid, and the pending amount will be displayed.

Documents and Contracts

All configured documents will appear here for you to print and/or deliver to the customer.
For example, reservation or accommodation conditions, legal terms, rates/prices, requirements, contracts, etc.

To add new Booking documents, go to the Tools > Documents option and select the type Booking

Read more about documents and contracts with auto-completed data:

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?:

At the bottom, you will see the price, which updates as you add additional services, discounts, advances, etc.
It is detailed as follows:

• The Base Price (excluding 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 payment

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

• Send the quote confirmation by email to the client

• Print the appointment summary document

• Delete the appointment

• Start working on that service

• Cancel or exit this screen without saving changes

By clicking the button   Send confirmation by email to the client, a pop-up window opens for you to preview the email that will be sent to the client, including the date/time and animals. Additionally, you can include a text if you wish.

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

Similarly, it displays a warning if the customerdoes not accept receiving notifications from you. By clicking "View details," you can view/edit this information in the customers profile, which will open in a new tab.

If you have made changes, remember to SAVE before taking any other action (print, send the email, etc.) because 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:

Notice of Outstanding or pending Invoices

The system checks if the customer has any pending invoices and displays a notice. This way, before making a booking, you can find out if the customer has pending payments. 

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

• Select the approximate start and end dates and times for the service.

• If you want, you can select the employee who will perform the service.

  You can add more employees in the Settings > Employees option.

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

  

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

  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 desired.

• You can assign a color tag to the appointment if you want to identify it more quickly.

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.

**This option corresponds to the Transport software. In case you do not have this software, the Transport option will appear inactive.

See more information about the Transport software:

Select the rates or services (bath, haircut, beauty treatment, spa, transportation...). They must be previously configured in the Settings > Services option.

• By clicking the   Add button, you can add as many lines as you need, one for each service.

• The price or rate is automatically filled.

• Include money discounts on different services. To do this, just enter the amount and select whether it's a percentage or a specific amount. For example, 10% or $14 discount.

  
  

• The discount is applied, and at the end of each line, you will see the base price (excluding taxes) with the discount already applied.

  
  
  

  How to configure your services efficiently:

  Click here
  
  

Advances Payment

If the client pays money, note it in the Advances section, and you will see at the bottom the total money, what has already been paid, and what is pending.

Documents and Contracts

All documents that you have configured will appear for you to print and/or deliver to the client.
For example, reservation or certain treatment conditions, legal conditions, rates/prices, prerequisites for grooming services, contracts, etc.

To add new documents, go to the Tools > Documents option and select the Service type.

Read more information about documents and contracts with data auto-completion:

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

• The Base Price (excluding taxes)

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

• The final price: base + taxes

• The money paid (advances)

• The money pending payment

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

• Print the service summary document

• Delete the service

• Cancel or exit this screen without saving changes

THE SOFTWARE ADAPTS TO YOUR WAY OF WORKING

- You can perform the service but leave it unpaid because the client comes later to pick up the animal, pays upon home delivery, pays later at the counter, etc.:

• Click the Save button

• The service is saved in "pending payment" status

- You can charge the service now:

• Click the   Charge and invoice

• You can select whether the invoice is tax-exempt and choose the payment method. If you click Other, other payment forms or methods that you have configured in the Settings > Payment Methods option will appear.

• If you enter the amount the customer pays, it will show the difference with the service amount, for example, you have to refund $10.

• Documents and contracts configured as Sale will also appear in case you want to print and deliver them to the customer or send them by email.

In the View > Sales option, you can see all sales or invoices issued and you can reprint the invoice or receipt and send them by email if necessary.

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

SITUATION 1. A training center that charges an amount of money when making a reservation

A training center decides to charge:

• Always a fixed amount as a reservation fee, for example, $10.

• Or for clients with previous unpaid amounts, they charge a part in advance, for example, 50% of the service cost.

• Or the total service cost, 100% in advance.

• ... or any other case, it's your business, and you decide how to manage it.

How can this be managed?

• When the customer makes the reservation and pays that amount, access their reservation

• In the Advances option, note the payment, for example, $10.

• When you check that booking, you will see the paid and pending amount.

• When you perform that service and complete it, you can choose if you want to:

  • Charge/Invoice later

  • Charge/Invoice now

    • You will see the amount the customer has already paid, for example, $10, and the remaining amount to pay, for example, €25.

    • If the customer pays the full amount, the invoice will have a Paid status. Total amount $35

    • If the total amount is not paid yet, for example, $5 is still pending, it will be Pending Payment. Continue reading the next case.

  • If the customer pays the pending amount, the service will be fully paid, and the invoice will have a Paid status.

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

SITUATION 2. A customer does not pay the full invoice

It can happen that only part of the total service amount is charged. For example, the training/education service amount is $45, but the customer only pays $30, meaning $15 is pending.

This can be because they will pay that amount later or with another payment method, etc.

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

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

  • In the Advances option, note the amount the client pays and click Save.

  • The invoice status:

    • If it's the total pending amount, the invoice now has a Paid status.

    • If there is still some amount pending, the invoice remains Pending Payment.




• If you choose to complete the service but do not want to charge and invoice yet because you will do it later or when the client pays the full amount:

  • You can complete only the service (without charging/invoicing).

  • In the Advances option, note the amount the client pays and click Save.

  • When you want to charge/invoice, in View > Services, select that Service and click on the Charge and Invoice option to generate the invoice.

You can choose the option to Charge in Pet Shop, which allows you to charge for the service in the retail software:

• Independently. Only this service.

• Jointly with other services, for example, hotel or grooming.

• Jointly with products.

• Jointly with products and other services.

Internally, for your statistics, Gespet will record the portion corresponding to each business area.
This way, you can know how much you have earned/invoiced for each business area and for each product and service, even if you sell them jointly.

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.