Client grouping

Bookings are organised by client. Each client card shows pet name(s), service type (Boarding, Daycare, etc.), dates, and the calculated cost. Click the expand arrow to reveal the full booking breakdown including per-night rates, extras, transport charges, and any discounts applied.

Selecting invoices

Each booking row has a checkbox on the left. Tick the bookings you want to invoice — or use the "Select All" shortcut in the action bar that appears once any checkbox is ticked. This is how you build a batch of invoices to send at once.

Generate PDF

Click the PDF icon next to any booking to generate a professional PDF invoice. The PDF includes your business name, logo, address, and VAT number (pulled from your Business Details settings), a unique invoice number, the client's name and address, a line-item breakdown of services, and a total with payment terms.

Send invoices by email

With one or more bookings selected, click "Send Invoices." A confirmation dialog shows you exactly which invoices will be sent and to which email addresses. Each client receives a personalised email with their PDF invoice attached. The system records the sent date and updates the invoice status automatically.

Invoice status tracking

Each invoice shows its current status: Draft (generated but not sent), Sent (emailed to client), Paid (manually marked as paid by you), or Void (cancelled booking). Status chips are colour-coded — green for Paid, blue for Sent, grey for Draft, red for Void.

Voiding an invoice

If a booking is cancelled after invoicing, click the Void button (the block icon). A confirmation dialog explains what voiding means — the invoice is marked as cancelled and excluded from revenue totals. Voided invoices remain visible for audit purposes but are clearly struck through.

Cost breakdown

Expanding a booking shows the full pricing: base rate × number of nights/sessions, additional pet supplements, transport fees (£15 per daycare collection/drop-off), medication administration fees, and any discount codes applied. This matches exactly what the client sees on their PDF.

How to verify yours is set up correctly

From MyPetSitter, go to Settings → Billing & Stripe → "Open Stripe Dashboard" — that deep-links into your connected Stripe account. In the Stripe sidebar click Settings → Customer emails. You should see "Successful payments" and "Refunds" both toggled OFF. If they are, you're done — clients receive only the MyPetSitter branded emails.

If you find them switched ON

Some older accounts, accounts manually configured in the Stripe Dashboard, or accounts created through other channels may have these toggles ON. If so, your clients are getting TWO emails per payment: Stripe's generic receipt plus MyPetSitter's branded one. To fix it, simply toggle "Successful payments" and "Refunds" OFF on that same Customer emails page. The change applies immediately to all future payments — older receipts that already went out are not affected.

What MyPetSitter sends instead

Two branded emails cover the full payment lifecycle: (1) "Payment Received" — sent the moment Stripe confirms a card payment, includes your business logo, the invoice number, the amount paid, the payment method (e.g. "Visa ending 4242"), and a thank-you note. (2) "Refund Issued" — sent when you process a refund through the MyPetSitter UI (Clients → client row → Refund), with the refund amount, the booking it relates to, and the date. Both templates live in Settings → Email Templates if you want to tweak the wording or add a personal touch.

Important — always refund through MyPetSitter, not Stripe directly

If you issue a refund inside the Stripe Dashboard rather than via MyPetSitter's UI, two things go wrong: the client gets NO branded refund email (we only fire that when the refund is initiated through us), and the ledger / account-credit reconciliation in MyPetSitter does not run, so the booking and invoice status will drift out of sync with what actually happened on the card. Always issue refunds from Clients → client row → Refund inside MyPetSitter.

Toggles to consider leaving ON

The Stripe Customer emails page also has toggles for "Failed payments" and various Direct Debit / Bacs mandate emails. MyPetSitter does not replicate these — they are infrequent but important when they fire (declined card, expired payment method, mandate verification). It is safe to leave those ON. Only "Successful payments" and "Refunds" are duplicates of what we already send.

Test with a small payment to confirm

If you want absolute certainty before going live, send yourself (or a willing friend) an invoice for £1 and pay it. You should receive ONLY the MyPetSitter branded "Payment Received" email — no Stripe-branded receipt. If a second email arrives, jump back into Stripe Dashboard → Settings → Customer emails and confirm the toggles are OFF.

Why this choice matters at scale

Most production SaaS companies — Shopify, Notion, Patreon, Substack — send a single branded receipt and disable the underlying processor's. Reasons: brand consistency (clients paid YOU, not "Stripe acting on your behalf"); reduced support burden ("did I get charged twice?" is the #1 question dual-receipt setups generate); cleaner inbox for the client. For B2B accounting / VAT reasons some buyers may prefer a Stripe receipt — but that is rare in pet-care and you can always forward the MyPetSitter receipt or download a Stripe one from the dashboard on request.