Navigate to business settings, click or tap on the gear symbol in the left sidebar or below.
Click on the "Preference" tab under the Billing section in the left settings navigation.
Scout generates invoices automatically. Pet owners are charged after services are completed based on the billing period you select. You have the choice of billing:
- Weekly. Every Monday morning, we generate draft invoices for each of your customers consisting of all services completed between 12:00AM the previous Monday morning through 11:59PM on Sunday night.
- Bi-Weekly. Every other Monday morning, we generate draft invoices for each of your customers consisting of all services completed between 12:00AM the previous Monday morning through 11:59PM on Sunday night.
- Monthly. Every fourth Monday morning, we generate draft invoices for each of your customers consisting of all services completed between 12:00AM the previous Monday morning through 11:59PM on Sunday night.
Credit Card Customers
On Tuesday morning, Scout transmits the final billing details to your merchant account and your customer's credit cards are billed. If payment is successful, customers receive a payment receipt via email. The payment receipt contains the date, service name, price of each completed appointment, a summary of Scout technology fees, any credits or adjustments that were applied, tax if applicable and the total amount paid.
Upon successful payment, invoices are automatically marked as paid. If there is an issue processing a payment method, Scout will attempt to automatically process payment for the invoice the following week.
To learn how to enable cash, click here
On Tuesday morning, Scout will send an invoice to any customers who are authorized to pay cash. Upon receipt of payment, an administrator must open the invoice and manually mark it as paid. Once the invoice is marked as paid, a payment receipt will be sent to the customer.
If required by law, administrators can set a total sales tax rate which would include both state and local sales tax.
To add sales tax to customer invoices, toggle the Sales Tax switch to the on position and enter the amount of sales tax you want to charge.
Pass Through Fees
To pass Scout's fees along to your customers, toggle on the switch under Pass Through Fees.
- Include fees in service price, or
- display fees as a separate line item.
Select the invoice display option of your choice. You can include the fee in your service price or have a separate invoice line item that details our fees.
Include fee in service price:
Example: the fee for a primary service called "Dog Walk" is set at $10.00. Enabling this feature will increase the price of a "Dog Walk" by $0.20 to $10.20 and remove the technology fee line item from the invoice.
Display fees as a separate line item:
Paying Scout Fees
Each Tuesday, Scout will send business owners a fee summary for all transaction fees charged during the current billing period.
Scout gives businesses net 7 day terms to allow for collection before processing payment for invoiced Scout fees.
After the 7 day grace period, Scout will charge the business credit card on file for the amount of Scout fees. Upon successfully processing payment for Scout fees, a payment receipt is sent via email to the business owner.
Scout fees are billed regardless of collection status. It is the business owner's responsibility to collect Scout fees from their customers. We highly recommend businesses use electronic payment to reduce collection time and accounts receivable.
Companies currently taking advantage of Scouts fully automated billing capability have under 2% outstanding receivables and do not typically exceed 7 days past due.