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Invoices and expenses

In Son Espace Santé, the Invoices screen helps you keep all your pets' expenses in one place: vet bills, food, grooming, boarding… You can photograph your receipts, split an invoice between several animals, record reimbursements from your insurer and keep track of your budget.

Are you a professional (breeder, shelter, boarding facility)? Your full accounting is described on the Accounting page.

Accessing your invoices

• All your invoices: tap Invoices in the button bar at the bottom of the screen (or under the More button). The screen is called My invoices.
• An animal's invoices: on the animal's profile, in the Documents block, tap Invoices ("Expenses and invoices for this animal").
• An appointment's invoices: on a calendar event's details, the Invoices block lists the linked invoices and lets you add one (see Calendar and appointments).

Adding an expense

Tap Add at the bottom of the My invoices screen. Three choices appear:

• Expense: an invoice you have paid;
• Reimbursement: an amount received (insurance reimbursement, resale…);
• Photo: an expense created from a photo or PDF of the invoice.

From an animal's Invoices page, the Spent / Invoice button directly creates an expense linked to that animal.

From a photo

1. Tap Add, then Photo, and photograph the invoice or choose a file (images or PDF).
2. The app analyses the document and prefills the date, supplier, description and lines with their amounts.
3. It also tries to recognise your animals mentioned on the invoice and links them to the relevant lines.
4. If pet products are spotted (medicines, flea and tick treatments…), it offers to add them to your Pharmacy.
5. Check, correct if needed, then save.

Manual entry

1. Invoice date: the date of purchase.
2. Supplier: the vet, the shop, the boarding facility… You can pick it from your list or create it.
3. Lines: add one line per purchase with its label, amount and the animal(s) concerned.
4. Dispatch: when a line concerns several animals, choose Equitable (amount split in equal shares), By weight (in proportion to each animal's weight) or None.
5. Notes / Description: a free comment.
6. Attach the photo or PDF of the receipt.

Recording an insurance reimbursement

Open the reimbursed expense and tap Reimbursement at the top of the invoice, then enter the amount reimbursed (insurance, health cover, direct billing). The reimbursement takes over the expense's animals, appointment and split, so it appears in the same filters. You can also create a reimbursement from Add.

Finding an invoice

The Invoices tab lists your invoices, grouped by month on a phone or in a sortable table on a computer. Several filters are available:

• the period (calendar year);
• the animals concerned ("All animals" by default);
• the type: All, Expenses or Reimbursements;
• the Unpaid button, to see only invoices not yet settled.

The Total for the period is shown above the list. Tap an invoice to view it, then Edit to correct it.

The dashboard

The Dashboard tab shows your budget over the chosen period (Current period, Previous period, Last 12 months or the full history):

• a curve of your cumulative spending, with the previous period dotted for comparison;
• the total spent, the Monthly average and an End of period estimate;
• your reimbursements, if any;
• Where the money goes: your spending broken down by supplier;
• Where the money goes, per animal: the breakdown by animal;
• Invoices to pay: invoices that professionals have sent you and that are still unpaid.

Tap a supplier or an animal in these charts to show the list of matching invoices. A filter banner then appears: tap it to remove the filter.

Invoices received from a professional

When a boarding facility, breeder or shelter that uses the app invoices you, the invoice appears automatically in your expenses. If the professional has enabled online payment, you can pay it directly from the invoice. See Online payment.

Exporting your invoices

The Exports tab offers Accounting exports for the period, including the journal of your invoices as a spreadsheet (CSV or Excel) and the Invoice archive (PDF files and an index, as a ZIP). Handy for an insurance claim or for taking stock at the end of the year.

Shop invoices

Each order paid in your online shop creates its customer invoice, and a refund issues the matching credit note, with no re-entry. See Online shop.

Frequently asked questions

Why do my invoices appear on each animal's profile?

An invoice split between several animals appears on each of their profiles: that way you know how much each animal costs, even when a vet bill or a bag of kibble covers several companions.

Are the amounts exclusive of tax?

No: in Son Espace Santé, all amounts are what you actually paid, tax included.