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.

Billing Frequency

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 12:00 AM the previous Monday morning through 11:59 PM on Sunday night.
  • Bi-Weekly. Every other Monday morning, we generate draft invoices for each of your customers consisting of all services completed.
  • Monthly. Every fourth Monday morning, we generate draft invoices for each of your customers consisting of all services completed.

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.

Cash Customers

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.

Sales Tax

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.

Add a Custom Fee to Invoices

Scout allows you to add a standard flat fee to every invoice.

To add a custom fee toggle the Additional Fee option to the on position. Enter the amount you wish to add to each invoice and add a name for the fee.

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