Billing Overview — Barnflow

For: Staff (owner/admin/manager/staff/trainer) and horse owners in the portal (/portal or /owner).

Brand: Barnflow tradename; StableSync LLC d/b/a Barnflow in legal pages.

What billing covers

Barnflow billing is organized by Organization → Properties → Units (stalls) → Horses → Clients (horse owners).

• Organization is the tenant (your barn business).
• Properties are physical locations; rates can differ per property.
• Units are stalls/spaces under a property (horses.unit_id).
• Clients are horse owners/billing contacts. clients.user_id links a client to a portal login (auth.users).
• Horses are billed through ownership links in client_horses (percentage split).
• Reservations (stays) drive board charges: client_id + property + optional unit + dates.
• Every mutation is logged in audit_events (offline uses client_mutation_id for last-write-wins idempotency).

Where to find billing

• Staff: /app/billing (org ledger), /app/clients, /app/horses, /app/properties
• Horse owner portal: /portal/invoices or /owner/invoices, /portal/horses, /portal/statements

> Terminology: Always horse owner / owner. Never "guest" in UI or docs.

End-to-end flow

1. Set up properties & stall rates (per property/unit type).
2. Onboard client → create clients → link horses via client_horses with % → optionally set clients.user_id to enable portal.
3. Assign horse to stall (horses.unit_id) and create reservations stay.
4. Charges accrue (board + care + add-ons) → split per client_horses.
5. Invoice generated per client (draft → sent → paid/partial/overdue/void).
6. Owner views/pays in portal; staff records payments; everything is audit-logged.
7. Export CSV for QuickBooks Online (QBO full sync is Growth/future — CSV first).

Key principles for AI helpers

• Scope every answer by organization + property; never mix tenants (RLS).
• Portal users only see data linked via clients.user_id / client_horses.
• Always include property, horse, date range, and split % when explaining a charge.
• Invoices have an immutable sent state — corrections use adjustments, not silent edits.

AI retrieval keywords: billing, invoice, payment, board, stall, care, split billing, reservation, stay, property, unit, client_horses, portal, Barnflow, StableSync