📝 Overview
Charitable Funds are a special category of Payment Type that allow clients to contribute money to help other pet owners in need. You can create multiple funds, and any client can contribute to any fund in a variety of ways — including direct payments, donated change from an invoice payment, or an existing account credit.
⚙️ How to Create a Charitable Fund
The first step is to create the Charitable Funds, which are configured as Payment Types within the Settings Module.
Click the arrow to learn how to create a charitable fund
Click the arrow to learn how to create a charitable fund
Navigate to the Settings Module
Click Configuration and select New Payment Type
Click the plus icon on the top right
Enter the desired Fund Name and set the Category to Charitable Fund
Click Save + Done — or use the arrow next to the save button to select Save + Add New if you wish to create another fund
💳 Funding Charitable Funds
Charitable Funds can be funded in several ways. Click the arrow to learn more about each funding method.
Click the arrow to learn how to find the charitable fund
Click the arrow to learn how to find the charitable fund
Adding a Deposit to a Fund
Click New Payment from the quick add on the shortcut bar
Select the appropriate client. This will populate any open invoices in the Apply To field — click X next to any unpaid invoices to clear them before proceeding
In the now-empty Apply To field, use the dropdown to select the fund you wish to deposit to
In the Collected field, enter the deposit amount and select the payment type the client will be paying with
Fill out any other fields as needed and click Save
Donating Change from a Payment to a Fund
This process can also be initiated directly from the Client Profile or from an Invoice.
Click New Payment from the quick add on the shortcut bar
Select the appropriate client. Open invoices will populate in the Apply To field and the Collected field will automatically total the balance of the selected invoices. You may override this to enter the exact amount the client is paying.
In the Type field, select the payment type the client will be paying with
If the collected amount exceeds the total due, the Change field will appear — use the dropdown to select a Charitable Fund to apply the remaining amount to
Click Save
Donating an Existing Credit to a Fund
This process can also be initiated directly from the Client Profile.
Navigate to the client profile and click the Billing tab and select View Credits
Locate the credit the client wishes to donate and click the gear icon on the far right
Click Donate to Charitable Fund
In the Apply To field, select the fund the client wishes to donate to
Click Save
💸 Making a Payment from a Charitable Fund
When creating a new payment, you have the option to apply any charitable funds available to the invoice.
Click the arrow to learn how to apply a charitable fund as a payment
Click the arrow to learn how to apply a charitable fund as a payment
When taking a payment, either from the checkout screen or an invoice, your configured Charitable Funds will appear in the Type dropdown. Each fund displays it's available balance alongside the fund name
📊 Reporting on Charitable Funds
The Charitable Funds Summary report is located in the Billing section of the Reports Module. This report provides a summary of all deposits and payments made against each fund, along with the remaining balance for each fund.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can any client contribute to a Charitable Fund?
Click the arrow to see the answer
Click the arrow to see the answer
Yes — any client can contribute to any of your configured Charitable Funds, regardless of whether the fund was created for a specific purpose or client group.
Can I have more than one Charitable Fund?
Click the arrow to see the answer
Click the arrow to see the answer
Yes — you can create multiple Charitable Funds. Each fund is configured as its own Payment Type and will appear as a selectable option wherever fund-related actions are available.
Where can I see the current balance of a fund?
Click the arrow to see the answer
Click the arrow to see the answer
The available balance for each Charitable Fund is displayed alongside the fund name in the Type dropdown when processing a payment. A full summary — including all deposits, payments, and remaining balances — is available in the Charitable Funds Summary report within the Reports Module.
What happens to the fund balance when a charitable payment is made?
Click the arrow to see the answer
Click the arrow to see the answer
The fund balance increases each time a deposit is applied using that Charitable Fund as the payment type. Conversely, the balance decreases when a payment is made using the fund to cover a client's invoice.