AllEars.Vet's Finance is not a point of sale: it records what you charged and what you received, starting from the consultation. When a recorded consultation's summary is ready, the AI proposes the charge based on what was done. You confirm, receive, done.
Before you start: products and services
In Finance → Products and services, list what you charge for: services and products with a price and a category (Consultations, Vaccines, Exams…). The AI fills charge amounts from it. Add the basics seeds consultation, follow-up, core vaccines and a CBC without prices, for you to fill in.
Settings → Finance is a short list, and each row opens its own page with a single Save. Whoever has Full access also gets there from the gear to the right of the Finance tabs. In Settings → Finance → Payments:
- Pix: enter the key, the receiver name (up to 25 characters, no accents, as registered at the bank) and the city. The collection message then includes the Pix copy-and-paste code, generated by the app with no intermediary and no fee.
- Payment methods: Pix, cash, debit card, credit card and transfer come ready. The card fees that come filled in are a market average, not your contract, and the fee is what sets the net of every payment, the cash forecast and the month's margin. Check them against your terminal statement and tap I checked my fees; until then the step stays open in Finance first steps. Cards also take a brand, and since the fee differs from one brand to the next, a method per brand you accept is the usual setup.
The default due (how many days after the charge it is due, 0 = same day) is in Settings → Finance → Charges and quotes.
The Pix key is optional: without it, the collection message goes out with no Pix code. While either of the two steps is missing (Products and services and Payment methods), whoever has Full access sees the Finance first steps card on Finance → Overview. Each step opens the page that finishes it.
The AI-suggested charge
On the consultation screen, the Charge card shows the AI's suggestion: each item carries its source (price list, record or transcript) and the list price. While it is a suggestion it is not debt and never shows to the guardian.
- Confirm charge accepts it as is.
- Edit opens the items to adjust quantity, price, discount and due date before confirming.
- Discard removes the suggestion.
- No suggestion? Tap ✦ Suggest with AI or Create charge to build one from scratch.
Items the AI could not find on the price list show as no price — set the amount right there or add the service to the list.
Receive
Receive appears on the consultation, on the charge and on the charges list. Enter the amount (prefilled with what is outstanding), the payment method, the date and, for cards, the installments. A partial payment leaves the charge Partial; settling it makes it Paid. Each payment records who received it. Mistake? Refund reverses the payment and the amount becomes outstanding again.
Prepayment and guardian credit
When the guardian pays before there is anything to pay for — a grooming package, a deposit on a surgery — use Prepayment, on the Finance tab of their record. The money enters the till right away, like any other receipt.
The prepayment settles that guardian's open charges on its own, oldest first. Whatever is left becomes available credit, and the next charges also come out settled while the balance lasts. If the credit only covers part of a charge, it stays Partial and the rest remains receivable.
Tap the Available credit card to see the statement: every prepayment and every use, linking to the charge. Undo reverses a prepayment that has not been spent; if it already settled a charge, refund that payment on the charge first.
On a charge's Receive, the credit appears as the Guardian's credit payment method whenever there is a balance.
One number to trust: spent credit is not counted as money received a second time. The cash arrived on the day of the prepayment, so received this month, the cash register and the cash flow count it once.
Collect on WhatsApp
Collect on WhatsApp builds the message with the guardian's name, the outstanding amount, the visit and, if you set up Pix, the copy-and-paste code. Open it in WhatsApp or copy the text. When the money lands, record it with Receive.
Keep track
- Finance: received this month, receivable, overdue, pending suggestions, the Needs attention list with Collect and Receive on every row, the last six months and the split by payment method. The Finance card on Home shows the same summary.
- Finance → Charges: tabs Open, Overdue, Suggested, Paid and Voided, with search by guardian, patient or item. In New charge, if the guardian or the patient does not exist yet, type the name and tap create: they are registered right there, already linked to the other field when it is filled.
- On the guardian screen, the Finance tab shows outstanding, available credit, received in 12 months and the history, with New charge.
Working at other clinics?
On a personal account, register the clinics in Settings → Finance → Partner clinics with the payout rule: % of the charged amount or fixed amount per visit, plus the day the clinic pays. On the charge, pick Who pays → Partner clinic: the app keeps what the clinic charged and computes My payout, which is what enters your receivables. The overview shows how much each clinic owes.
Quotes
Not every conversation becomes a bill. Create the charge as a Quote and it comes with a validity date, staying out of receivables, out of the Free plan quota, out of commissions and out of stock.
Quotes live on the Quotes tab of Finance → Charges, with their validity and an Expired mark once the date passes. An expired quote can still be approved, because the date is a promise to the client, not a lock on the clinic.
Approve turns the quote into an open charge, and that is when it starts counting for everything. Not approved keeps why it was lost, which is what lets you find out later why quotes do not close.
The default validity is in Settings → Finance → Charges and quotes.
Packages
A package is a service sold up front: five baths, three physiotherapy sessions. Set one up under the Packages filter of Finance → Products and services with a name, a price, a validity in days and which price-list items it includes, with quantities.
On the guardian's Finance tab, Sell package creates the charge for the money and grants the sessions. From then on, an item the package covers comes onto a charge at zero, marked Package, and burns one session. The card shows how many are left and until when.
A package is not money: the revenue stays in the month the package was sold, which is when the cash came in. Voiding the charge gives the sessions back.
Receiving several charges at once
When a guardian has more than one open account, Receive selected (on their Finance tab) opens all of them in one screen. Pick the charges, enter the amount, which may be less than the total, and the method.
The amount is spread from the oldest charge to the newest, so a partial payment leaves the most recent charge open instead of leaving all of them half paid.
Stock
Stock lives with the catalogue, in Finance → Products and services, because it is the same item. Turn Track stock on for the items you want to follow, with the minimum you want to keep and the cost. It is not a purchasing module: it answers how many you have, and why.
Selling takes stock out when the charge becomes real, never on a draft or a quote, and voiding puts it back. Move records an entry, an exit or an adjustment, tapping an item opens its history with the balance after each movement, and the Low stock filter shows what reached the minimum.
Card receivables
Card money lands days after the sale, and rarely to the cent. Finance → Charges → Cards lists what the acquirers still owe, with the expected date and the net amount after the fee.
An instalment sale shows one row per instalment, which is how the acquirer pays: a sale in 6x becomes six deposits a month apart, marked 1/6, 2/6 and so on.
As each deposit lands, Confirm records the date and what actually came in for that instalment. The app shows the difference between expected and deposited, which is the number to chase.
In a clinic: who sees what
On the clinic's Team tab, the owner sets each member's finance access:
- No access: no amounts anywhere.
- Own only: creates charges for their own work, with or without a consultation, and can fix them until something is paid; sees their own production; cannot receive money.
- Operate cash: creates charges, receives and collects for any patient; no clinic totals or colleagues' production. The "received" figure they see is what they took themselves, which is what gets checked at the end of the day.
- Full: everything, including settings and voids. The owner is always Full.
Each role also carries a default finance access, set in the role editor on the Team tab. It applies to everyone holding the role whom nobody set individually: create a "Receptionist" role with Operate cash and every new receptionist can take payments from day one. The built-in roles have their own defaults: Owner Full, Vet Own only, Administrator and Staff no access (to let an administrator see the money, set that person on the Team tab). Setting a person on the Team tab still overrides the role.
Expenses and reports
Finance → Expenses holds your payables: rent, suppliers, team, taxes. Each expense has a category, a due date and, optionally, a weekly, monthly or yearly repeat — paying a recurring expense creates the next occurrence by itself. Pay on the row marks it paid; Undo payment reverts.
In Finance → Reports you will find the three screens that look at the numbers, each under its own name, because they answer different questions. None of them has a receive or pay button: every total links to Charges and Expenses, which is where you act.
The Cash forecast answers whether the money will be there. The first number is the projected balance until the date you pick, taking the month's result so far, adding what is receivable and subtracting what is payable, with the daily balance drawn as a dashed line, because everything there is an estimate. Below it, receivables and payables are summed per period, and each period opens the list already filtered. The What affects this forecast column shows what sits outside it: AI drafts, undated charges and recurring expenses coming up.
Cash flow is only what actually happened, month by month: what came in, already net of fees, and what went out. Future months are dashed, because they are still a forecast.
The Month result is the P&L: gross received, fees, net, expenses by category, result and margin. You choose to read it on a cash basis, by the day money moved, or on an accrual basis, by the month the work and the bill belong to, paid or not. The CSV buttons for charges, payments and expenses live here too.
Reports gains two finance reports: Revenue by service and Production and commissions, both exportable.
Who changed what
Finance keeps a change history: every change to a charge, payment, expense, product, payment method, commission rule, setting and to a member's finance access is recorded with who made it, when, and the value before and after.
Each charge carries its own history right under the payments, which is where "who gave this discount" usually comes up. The whole practice's history is a report: Finance → Reports → Change history, filtered by period, type and person.
Reading it needs Full finance access, because the point of a trail is that the person who did not make the change can check it. Nobody deletes a line, not even the owner: a history that can be tidied up answers nothing.
Receipt PDF
On a charge, each payment has a Receipt PDF button: a plain receipt with the clinic letterhead, the amount in words and the balance still outstanding.
The receipt is signed by whoever received the payment. If they have a handwritten signature on file, it is printed over the line with their name and CRMV; if not, or if they turned off Use on payment receipts, the line is left blank to sign by hand.
It is proof of payment, not a tax invoice. Invoicing still happens wherever you do it today, and your accountant is the one to ask about what your practice owes.
Daily cash register and commissions (clinics)
Commissions follow the rule the clinic negotiated, not just a percent. For each vet you choose whether to calculate on what was charged or what was received, whether to ignore discounts (paying the list price, so a discount is not free for whoever gives it), whether to count only what was paid, whether to deduct the card fee before the percent, and a date to count from, for someone who joined mid-month. You can also set rates per item or category that override the default: 30% on surgery and 10% on the rest, say.
Turning Each vet sees their own commission on gives the team a My commissions screen with their own figures for the month.
Turn on the daily cash register in Settings → Finance → Daily cash register. Each operator has their own register: it opens on their first payment of the day, takes withdrawals and deposits, and closes in Finance → Cash register with a count of what the system recorded against what was counted. A difference requires a note. Full access sees every register of the day, validates closed ones and can reopen for review.
In Settings → Finance → Commissions, set a commission rule per vet (a percentage of what was received or charged). The production report shows the month's commission and Generate commission expenses posts one payable per vet.
Payments in the guardian portal
The Show payments in the portal switch lives on the Charges in the portal card of Settings → Guardian access, shown to whoever has Full access. With it on, guardians see their open charges in the portal, with a Pay with Pix button that copies the code, and their recent payments. AI suggestions never show there.
Already using another system?
If your practice already bills in another system, turn finance off in Settings → Finance with the Use AllEars.Vet finance switch. It leaves the menu, the Create button, the consultation and the guardian's record, and the AI stops suggesting a charge after each consultation. Nothing is deleted: turn it back on and everything returns as it was, with the charges, payments and expenses from before. Consultations recorded while it was off do not get a suggested charge afterwards; create one from the consultation if you need it.
The same shortcut sits on the consultation's charge card, under I don't use finance here. In a clinic, whoever has Full finance access decides, for the whole team.
Ask Mima
Mima answers "how much did I receive in August?", "who owes me?", "which charges are overdue?", "how much commission do we owe?" and "which bills are due this week?". She also creates a charge ("bill Maria for the consultation and the vaccine", at your price-list prices), records a payment, marks a bill as paid and drafts the collection message with the Pix code for you to send on WhatsApp. Before writing anything, she always shows an approval card.
Limits and what is not there yet
The free plan caps confirmed charges per month (AI suggestions do not count until confirmed). Invoices, automatic Pix confirmation, card terminal integration and bank reconciliation are not part of the module yet. Invoicing is on the roadmap as a paid add-on, because each invoice costs us money to issue; until then, invoice the way you already do. Cards work without any integration: you charge on your own machine, record the payment here with the method, the instalments and the NSU in the Reference field, and the app does the rest (net amount, forecast and checking the deposit).