Tracking Dog Training Payments: Cash, TWINT or Invoice
· 5 min read
Payments in a dog training business are easier to follow when each appointment records the agreed price, payment method and payment status. "TWINT" describes how someone pays. Whether the money has arrived needs a separate entry. This allows you to see which services have been paid for and which amounts remain outstanding.
The same structure helps with private sessions, group activities and hiring out a dog training field. You can initially use it in a spreadsheet or set it up in administration software.
What should you record for each payment?
Start with a clear connection to the service provided. A bank transfer is easier to allocate when you know which appointment or invoice it relates to.
| Detail | Example or purpose |
|---|---|
| Client and service | Who is paying and which training session or field booking is being charged |
| Appointment or invoice number | Provide a clear reference |
| Agreed amount | Record the price that was actually agreed |
| Payment method | For example, cash, TWINT, bank transfer or online payment |
| Payment status | Unpaid, part-paid or paid in full, where your system supports that distinction |
| Payment received | Record the date and amount received |
| Related document | Keep the invoice or receipt accessible alongside the service |
This is a working structure for tracking payments. Check separately which details a particular document must contain for your business.
Keep payment method and payment status separate
Imagine three private training sessions, each with an agreed price of CHF 60. The following figures are fictional examples, not suggested prices.
| Appointment | Payment arrangement | Received | Outstanding |
|---|---|---|---|
| Session A | Cash | CHF 60 | CHF 0 |
| Session B | TWINT | CHF 60 | CHF 0 |
| Session C | Invoice | CHF 0 | CHF 60 |
The total agreed price for the three sessions is CHF 180. You have received CHF 120, with CHF 60 still outstanding. Adding up agreed prices alone would miss that distinction.
For a partial payment, record the amount received and the remaining balance separately. If your software only offers "unpaid" and "paid", check how you can keep a clear record of these exceptions.
A simple process after each appointment
First check that the price and service still match. A longer field booking or another arrangement may change the amount originally entered.
Then check the actual payment received. Record how and when it was paid. If you issue an invoice or receipt, link it to the same service.
At the end of each week, review the outstanding amounts. Look specifically for payments that have arrived but have not yet been allocated. This helps you avoid chasing clients who have already paid.
If you work in Excel, fixed columns and filters can support this process. You will find a suitable basic structure in managing a dog training business in Excel.
Payments for several dogs or appointments
A client may have several dogs or pay for several services at once. Keep a clear record of what a combined payment covers.
For example, one payment could cover a private lesson and a field booking. Both services need a clear allocation so neither accidentally appears as unpaid later.
If you offer account credit, subscriptions or multi-session passes, there is another task: tracking the services available and those already used. Check specifically whether your software supports those processes. A payment status attached to an appointment does not, on its own, provide complete credit management.
What changes with online payments?
With an online payment, the booking amount, fee and payout can be different figures. Keep them separate so you can understand how the payout was calculated.
Also check how refunds and changes appear in your records. When you set up bookable services online, the payment method and conditions should be clear before the booking is completed. Our article on online appointment booking for dog trainers explains more.
Which payments incur a fee with DogOasis?
Appointments you enter yourself and collect payment for yourself remain commission-free. Payments through DogOasis currently incur a 20 per cent commission, with a minimum of CHF 3.50 per booking. This also applies to payments following a booking through your personal link or QR code. See the help for providers for the current terms.
DogOasis also supports PDF invoices and receipts for manually entered appointments. Information for providers describes the available features.
Who keeps payment records up to date?
If several people handle appointments, agree who checks incoming payments and updates their status. Not every staff member needs the same access.
Also decide how outstanding balances are handed over. A short note attached to the correct service is easier to follow than a loose message without an appointment reference.
When choosing administration software, test payments and teamwork together. Our guide to choosing software for dog trainers includes practical checks.
Frequently asked questions about tracking payments
When should I mark an appointment as paid?
Once you have checked that the payment has arrived and allocated it to the correct service. An agreed payment method or an invoice that has been sent does not, by itself, confirm that the money has arrived.
How do I keep track of cash payments?
Record the amount received promptly against the relevant appointment and keep the receipt accessible there. If several people collect payments, agree on a shared process for recording and handing them over.
Can a payment overview replace my bookkeeping?
It helps you connect agreed prices, payments received and outstanding balances. Your bookkeeping also needs complete supporting documents and processes appropriate to your business. Check which data and documents your administration system can provide for that purpose.
You can see how this works in DogOasis, from the customer to the payment, on the dog school management page.