Billing FAQ & Troubleshooting — Barnflow

Top questions

"Why is my invoice higher/lower?"

Check: rate effective date, reservation nights, new care/add-on lines, split % change, adjustment/credit/discount lines. AI lists each line with property/horse/dates/split %.

"Why cannot I see my horse/invoice in portal?"

Requires both: 1) clients.user_id = auth.uid() (Clients → Link User) 2) client_horses link (Horses → Owners) + invoice sent not draft. Check property filter.

"How is split billing calculated?"

line_amount × split_percent per client. Must sum 100%.

"How do I pay?"

/portal/invoices/[id] → Pay (if enabled) or contact barn. Staff records in /app/billing/payments.

Other

• Early/late charge → check reservations dates.
• Statement for accountant → /portal/statements Export (owner) or /app/billing/exports (staff).
• QBO sync → No, CSV today. Export is barn invoices only — trainer invoices to horse owners are not in QBO/CSV.
• Trainer vs barn invoice → The barn bills the lease holder. The trainer bills horse owners from Lease workspace. Staff cannot edit trainer invoices.
• Taxes → manual rate on drafts if enabled; Stripe Tax at Checkout needs Payouts Tax setup + Catalog & tax flag (Help).

Staff checklist

1. organization_members role 2) clients.user_id 3) client_horses %/effective date 4) reservations dates/property/unit 5) units rates/effective date 6) Invoice status 7) audit_events + client_mutation_id 8) RLS

Error messages

• "No access to invoice" → RLS; check linkage.
• "Percentages must sum to 100%" → Zod.
• "Must keep at least one owner" → last-owner protection.
• "Duplicate mutation" → offline deduped, safe.

Keywords: FAQ, troubleshooting, cannot see invoice, split billing, early departure, QBO, tax, RLS, auth.uid, audit_events, client_mutation_id