The short answer
Write down each extra the moment it happens, against the owner's name, then add them all to the monthly livery invoice. The extras you forget are pure lost income.
Why extras go missing
You bring a horse in early, swap a rug, give a wormer. It takes seconds. By the end of the month nobody remembers which horse had what.
A simple system
- 1Agree a price list for extras with every owner.
- 2Record extras on your phone as they happen.
- 3Set monthly livery as a recurring invoice.
- 4Add the month's extras before it goes out.
- 5Let reminders chase anyone who is late.
Saying it as it happens
With SaidToPaid you can say "Sarah, October full livery £650, clipping £55, three turnouts at £7 and wormer £18" and get a priced draft. See the invoice app for livery yards.
I built it after seeing the paperwork pile up at my family's livery yard.
Livery yard management tools
Compare options in livery yard management and invoicing compared. Trainers and instructors can see the horse trainer and riding instructor pages.
Frequently asked questions
What is the best way to bill livery clients for extras?
Record extras the moment they happen against each owner, then add them to the monthly invoice. Voice notes make this quick.
Should extras be on a separate invoice?
Usually not. One monthly invoice with livery and extras as separate lines is clearer for owners.
How do I stop livery clients paying late?
Send invoices on the same date each month with a card payment link, and use automatic reminders.
Invoice terms you can copy
Plain wording to add to the notes on your invoices. Save it once in your settings and it goes on every invoice. General guidance, not legal advice.
Late payment (business customers)
Payment is due within 30 days of the invoice date. If you are a business customer, we may charge interest on late payment at 8% a year above the Bank of England base rate, plus fixed compensation, under the Late Payment of Commercial Debts (Interest) Act 1998.
Payment in advance and notice
Livery is payable monthly in advance. Either party may end this agreement with 30 days' written notice.
Vet and farrier authority
If we cannot reach you in an emergency, you authorise us to call a vet or farrier for your horse. Their fees will be added to your next invoice.
Extras
Extra services such as clipping, additional turnout, rugging changes and wormers are charged at the rates in our price list and shown on your invoice.
The late payment law only covers business-to-business invoices. Fixed compensation is £40 on debts under £1,000, £70 up to £9,999.99 and £100 from £10,000.
From individual Trustpilot reviews
A customer's experience
“I run a livery yard and was constantly putting off invoicing until the evening. SaidToPaid lets me create invoice drafts from voice notes while I’m working, which has made keeping on top of payments much easier. It’s simple to use on my phone and saves me a lot of admin time.”