charges for dog boarding

Standard Operating Procedure: Canine Accommodation Fee Structure and Billing

Document Control

• Document ID: SOP-FIN-[__________]
• Version: 1.0
• Effective Date: [__________]
• Review Cycle: Annual

1. Purpose & Scope

This document defines the standardized protocol for calculating, communicating, and applying financial assessments for overnight canine care services provided by [Company Name]. This procedure applies to all staff involved in client intake, reservation management, and financial reconciliation.

2. Prerequisites

• Access to [Accounting Software/POS System].
• Current [Company Name] Rate Card (Appendix A).
• Verified Client Profile with signed Service Agreement.
• Pre-authorized payment method on file.

3. Roles & Responsibilities (RACI)

R=Responsible, A=Accountable, C=Consulted, I=Informed

4. Step-by-Step Procedure

Phase 1: Pre-Arrival Rate Determination

• Verify the weight class and temperament assessment of the animal.
• Identify the required accommodation tier: [__________].
• Apply seasonal or holiday multipliers as defined in the master fee schedule.
• Confirm any mandatory add-on services (e.g., medication administration, extra walks).

Phase 2: Booking and Deposit Processing

• Generate a formal quote using [Software Name].
• Collect the non-refundable deposit of [__________]% to secure the dates.
• Issue a confirmation receipt to [Client Email Address].
• Log the transaction ID: [__________].

Phase 3: Final Billing and Check-Out

• Audit the length of stay against the initial booking dates.
• Calculate late check-out fees if the animal was picked up after [Time].
• Apply any incidental costs incurred during the stay.
• Process the final balance via [Payment Method].
• Generate and email the final invoice to [Client Full Legal Name].

5. Quality Assurance & Pro-Tips

• QA Check: Cross-reference the "Daily Log" against the "Billing Ledger" every Friday to ensure no service gaps exist.
• Pro-Tip: Always include a "Price Protection" clause in your service agreement to allow for annual rate adjustments with 30 days' notice.
• Common Pitfall: Failing to charge for "day-of" check-out times. Ensure your policy clearly states the transition time between a boarding day and a daycare rate.

6. FAQs

Q: How are partial days handled? A: Any departure after [Time] on the final day is billed as a full day of care.

Q: Are there discounts for multiple animals? A: Yes, a [__________]% reduction is applied to the base rate for each additional animal from the same household sharing a suite.

Q: What is the policy for cancellations? A: Cancellations made within [Number] hours of the scheduled arrival will incur a fee equivalent to [Number] nights of boarding.