How EquiTrackPro Works
A comprehensive guide to every feature and how to use them
1. Dashboard: Your Business at a Glance
The Dashboard serves as your personalized control center, offering a real-time overview of your business's health and upcoming activities.
- •Key Performance Indicators (KPIs): Instantly view your total monthly revenue, outstanding receivables, and recent expenses.
- •Upcoming Appointments/Visits: A calendar or list view of scheduled client visits, training sessions, or transport trips.
- •Recent Activity Feed: A log of recent actions, such as new clients added, payments received, or services rendered.
- •Quick Links: Shortcuts to frequently used actions like adding a new visit or recording a payment.
2. Clients: Managing Your Most Important Assets
This section is the core of your client and equine relationship management.
- •Comprehensive Client Profiles: Store essential information for each client, including their full name, contact details (phone, email), and any specific notes.
- •Active/Inactive Status: Easily mark clients as active or inactive, helping you focus on current engagements without losing historical data.
- •Quick Search & Filter: Efficiently find clients by name or filter by status.
- •Client Detail Page: Dedicated page with associated horses, financial history, service history, and commissions tracking.
3. Financials: Take Control of Your Money
The Financials section is robust, designed to give you a complete picture of your income and expenditures, helping you track profitability and manage cash flow.
- •Monthly Summaries: Analyze your revenue, expenses, and net profit on a month-by-month basis. Identify trends and evaluate performance over time.
- •Yearly Summaries: Get an annual financial snapshot, including total revenue, expenses, and overall profit margin.
- •Aging Accounts Receivable: Clearly see which clients owe you money and for how long.
- •Categorized Balances: Outstanding amounts are broken down by service type (e.g., training, hay delivery, transport, farrier).
- •Payment Recording: Easily record partial or full payments received from clients.
- •Payment Link Generation: Generate and share secure payment links for clients to pay outstanding balances directly using Stripe.
- •Invoice Creation: Generate professional invoices for services rendered.
- •Expense Logging: Record all your operating expenses, including date, vendor, description, amount, and payment method.
- •Commission Tracking: Record horse sales, calculate commissions, and track payment status.
4. New (Quick Add): Streamlined Data Entry
The 'New' section is designed for rapid data entry, reducing the time spent on administrative tasks.
- •New Client: Add a new client and their basic contact information.
- •New Visit: Record a new visit to a client's horse, including date and any general notes.
- •New Expense: Log a new operating expense on the go.
- •New Training Session: Schedule and record details for an upcoming or completed training session.
- •New Hay Delivery: Log a new hay delivery to a client.
- •New Transport Trip: Record a new horse transport trip.
5. Services & Pricing: Your Service Catalog
Found within the Settings, this area allows you to define and manage all the services your business offers.
- •Service Definition: Create custom service names (e.g., 'Full Training', 'Private Lesson', 'Farrier Trim').
- •Default Pricing: Assign a default price to each service, which can then be easily applied or adjusted when creating charges.
- •Service Types: Categorize services (e.g., 'visit', 'recurring', 'commission') to better organize and report on your offerings.
- •Revenue Categories: Link services to specific revenue categories (e.g., 'training', 'lesson', 'farrier', 'other') for comprehensive financial reporting.
6. Inventory: Managing Your Supplies
This feature helps you keep track of your physical assets and supplies.
- •Hay Inventory: Define hay types, record purchases, monitor stock levels and costs, track deliveries to clients.
- •Farrier Supplies: Keep a detailed list of all farrier supplies (shoes, nails, tools, etc.), monitor stock levels, record costs and suppliers, set reorder levels.
7. Payments: Seamless Transactions
Located under Settings, the Payments section is crucial for setting up your payment processing.
- •Stripe Connect Integration: Securely connect your Stripe account to EquiTrackPro.
- •Accept Payments: Allow clients to pay for services directly through generated payment links.
- •Manage Payouts: Facilitate the transfer of funds from clients to your bank account via Stripe.
8. Account Settings: Your Personal Profile and Business Information
Manage your personal information and application preferences, as well as critical business details.
- •Profile Details: Update your name and view your registered email address.
- •Business Information for Invoices: Enter and manage your business details such as business name, address, and contact information. This information will be automatically used when generating invoices to ensure they are professional and accurate.