Ask a boarding barn manager what they charge for a blanket change and they will tell you. Ask how many they billed last month and the answer is a guess. The work gets done at 6 a.m. by whoever is in the aisle, and by the time the board invoices go out on the first, nobody remembers which horses had the extra ride, the second dose of bute or the clip before the clinic.
Small barns typically lose 3 to 8 percent of revenue this way. On a 20-horse barn that is the difference between a month that works and a month that does not. It is also the most fixable problem in the business, because the work is already happening. It is only the record that is missing.
Log it once, where it happens
StallWise is built around a simple rule: anything billable becomes a charge at the moment it is logged, not at the end of the month.
- A medication logged on a horse can carry a charge. The dose goes into the health record, and the charge goes into the client's unbilled work.
- A training ride or lesson logged from the schedule does the same.
- A service request from a boarder (clip, bath, extra turnout, hold for the farrier) becomes a task for staff. When the task is completed with a photo, the charge is added from your own price list.
- A dictated barn note such as "Rio was off his feed, temp 101.2, gave a gram of bute" is drafted by the AI into a health record, a vital sign, a medication and a charge. You review and confirm, and nothing is filed until you do.
Each charge waits in an Unbilled Work list for that client. When the next board invoice runs, it picks them all up. Nobody reconstructs the month from a whiteboard.
The staff side of the same problem
The other half of the leak is work that was assigned but never confirmed. "Did anyone do Rio's wrap?" costs a manager a walk down the aisle every time it is asked.
In StallWise, staff acknowledge each task and complete it with a note or photo, and every step is time-stamped. A task that is overdue escalates to the manager on its own. Staff logins open on their own To-Do list rather than your dashboard, and they cannot see invoices, payments or anything financial.
Because feeding, turnout, doses and task check-offs save on the phone and sync in order when Wi-Fi returns, the back barn with no signal is no longer an excuse. Nothing is lost and nothing is recorded twice.
What the boarder sees
Boarders call and text because they cannot see. The StallWise client portal gives them their horse's timeline, their invoices and their upcoming lessons, lets them request a service, and sends them a text when the job is done. They pay by card into your own Stripe account, and payment plans, sales tax and year-end statements are handled for you.
A boarder who can see that the clip was done on Tuesday, with a photo, does not argue about the charge on the first.
Pricing without per-horse fees
StallWise Starter is $59 a month for small boarding and lesson barns, with up to 20 horses, 30 stalls and 5 team members. Professional is $149 a month for busy barns with staff, with up to 75 horses, 150 stalls, 15 team members and staff logins. Business is $299 a month with no limits, for large and multi-site operations. Rescues and therapy programs get 30 percent off any plan, and every plan starts with a 14-day free trial and no card.
See how StallWise runs a barn, or read how to invoice your clients and how staff tasks work.