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Invoicing with EQUINET

Looking to streamline your business processes and handle everything through a single system? The EQUINET app isn’t just for managing your schedule and keeping on top of horse details, it’s also capable of handling your client invoices through integration with your accounting system. In this piece we’ll be looking at the common concerns integrating your invoices with EQUINET can eliminate, as well as mapping out the process so you can get set up easily.

Eliminate Common Concerns With The Help Of EQUINET:

Managing your admin and finances often takes a backseat to caring for the horses on your roster. While this is completely understandable, these areas of your business still need to be cared for, and the lack of focus on them can lead to questions like the below concerns arising:

• Did I invoice for that horse I shod on Wednesday afternoon? 

• Have I been paid for the invoice I wrote out last Thursday morning? 

• What shoes and nails did I use on the horse I saw on Monday? 

• Have I reminded all my customers about their appointments this week? 

• Did I order that pair of Heart Bar Size 6 shoes for the therapeutic job next week? 

• Do I have enough stock on hand for all my jobs this week? 

• When am I going to find time to lodge my Quarterly Business Activity Statement (BAS)?
• When will I find time to collate all my invoices and expenses for my bookkeeper / accountant? 

• I need to provide Financial Statements (Profit & Loss) to my bank so I can apply for a home loan, how am I going to collate all this information quickly for my accountant to help me provide this information? 

These questions and concerns are common for farriers, so don’t stress if they’re recurring themes in your life. Instead, eliminate the guesswork and confusion with the help of EQUINET. Available for free via your preferred mobile app store, EQUINET handles all this and more.

How Does Invoicing In EQUINET Work?

EQUINET is Mustad’s Farrier Business app. Designed to focus on what farriers need to make their lives easier, EQUINET is not an accounting solution for your business, but it can make your accounting easier. With EQUINET’s focus being the farrier, we decided the accounting solution should be with companies that do just that, so we set up some connectors with globally used accounting software providers who focus on doing that well.

This means that all you need to do is connect your Xero or QuickBooks account and you’ll be able to manage everything through the EQUINET app, but it’s important to remember that EQUINET does not natively handle your money management tasks. Those using alternative software can still use EQUINET’s financial features, but you will need to export your data to a CSV (more on this below).

Tips On Setting Up Invoicing in EQUINET 

There are two parts to setting up invoicing in your EQUINET app:

Connecting Your Accounting Software

As noted above, EQUINET does not directly handle your financials. In order to handle your invoicing through EQUINET, you need to connect your Xero or QuickBooks account, or export your invoices to a CSV and upload them to your accounting software.

If you are integrating EQUINET with QuickBooks or Xero, click here to watch a tutorial on configuring your software with your EQUINET app. Or, if you’re making use of an alternative software, simply confirm that it accepts CSV imports, then export your invoicing data from EQUINET and upload it to your accounting software. In this instance, we suggest batching your invoices so you’re only exporting and importing a single file for each payment cycle.

Creating Procedures

In order to create invoices within EQUINET, you need to have procedures configured. This is how you set your pricing and is a quick way to streamline your admin.

To configure your procedures, head to “New Entry” and then select “Procedures”. From here you will be able to enter pricing and related information for your services. EQUINET comes preloaded with some standard procedures for you to choose from – Shoe Front, TP Shoes, Shoe Hind, Shoe Set, etc. – and custom entries are easy to add. These options can be easily edited to include your preferred pricing by pressing on “Edit Procedure” in the top right corner of the screen. This video walks you through the process.

Please note that if you are using Xero you can decide if you will set the prices including or excluding GST, however if you are using QuickBooks, you can only setup prices Excluding GST. 

Sending Invoices

Invoices can be sent as they are created or kept in your drafts until you are ready to send them each month. As noted above, we suggest invoicing in batches on a set day if you are manually exporting and importing your invoices into a non-integrated accounting software as this helps streamline your processes. Those making use of Xero or QuickBooks integration can quickly and easily send invoices at the time of service.

Note: EQUINET facilitates invoicing on a per service basis or as a consolidated invoice with multiple services included. This allows for maximum flexibility and means you don’t have to adapt the way that you run your business.

EQUINET Invoicing Case Study – Generic Horses

This example case study follows a farrier who is working for Widgets Stud Farm. In this instance, they have been asked to perform 15 Stud Trims on weanlings.

Through our research and industry connections, we have found that farriers do not always record individual horse services when invoicing clients. As such, the system has been configured to allow for assignment to a generic horse. This is particularly useful to the farrier working with Widgets Stud Farm, as the farm has stated that they do not want an invoice listing all 15 horses and the service performed and would simply prefer an invoice that is summarized.

To achieve this, the farrier creates a generic horse with EQUINET to account for the 15 weanlings with their records. They then hold their finger down on the procedure button for Stud Trim which allows them to assign multiple procedures to the generic horse.

The app then calculates pricing based off the pre-configured procedure and syncs the details to their accounting software. In this instance, if the Stud Trim is configured at $50 ex GST, EQUINET will calculate 15x50, and sync the total to their accounting software. 

Click here to see how to set up this process. 

If you require any further assistance, there are step-by-step guides and instructional videos available on the EQUINET website. Or, if you’d rather have a one on one call to get personalized support on how to use EQUINET, you can request a demo, email australia.equinetsupport@mustad.com, call Mustad Australia on +61(0)3-5734-3536 ( AEST 9am-5pm, Mon-Fri ) or reach out through the app’s inbuilt feedback form.