📝 Overview
Late fees in DaySmart Vet can be automatically applied to past due invoices as a one-time fee or as a percentage of the outstanding balance due. The late fee feature is managed under Configurations in Settings.
💡 A client can be exempt from late fees by editing their profile, and selecting Late Fees in the Exempt From field.
✅ How to Enable Late Fees
Learn how to set up late fees in your configurations for automatic application when the set parameters are met.
Click the arrow to learn how to enable late fees
Click the arrow to learn how to enable late fees
To enable the late fee feature, find the Payment Terms option from the Settings > View Configurations > Payment Terms. click on the Edit option to the right.
The form that appears contains two sections. The top half of the form allows you to set your payment terms. This information tells the software when an invoice is due. The bottom half of the form allows you to specify how the late fees should be applied. If you see the fee to be as a fixed amount, then it will only be applied once when the invoice is past due. If you set the fee as a percentage of the balance due, then the fee will be calculated at the frequency you specify. Please note that late fees set as a percentage will continue to apply to the interest amount itself if the invoice continues to remain unpaid.
There are a few other options that are worth noting. First, you can specify whether to start applying the late fee immediately when the invoice becomes due (by setting this value to 0). This option allows you to provide a grace period before applying the late fee.
Second, you can specify whether the late fee should apply to all outstanding invoices, or only those that have a minimum balance. This is useful if you wish to avoid charging late fees on small past due balances.
Finally, if you are enabling this feature for the first time, you can specify whether to apply the late fee to all outstanding invoices or just new ones going forward.
👀 How to View and Waive Late Fees
Late fees will be added to invoices based on your configuration settings (as described above).
Click the arrow to learn how to view and waive late fees
Click the arrow to learn how to view and waive late fees
Viewing Late Fees
Any late fee that applies to an invoice will appear in the profile section of the invoice and be added to the invoice total.
Additionally to the specific invoice, you can also view late fees that have been applied to a client's account by navigating to that client's profile, clicking on the Billing tab and selecting the option to View Late Fees.
Waiving Late Fees
⚠️ A late fee cannot be waived on locked invoice. The invoice must be edited, and changed to open in order to waive the late fee.
You can waive late fees that have been applied to an invoice on a case-by-case basis. There are two ways to do this.
First, you can navigate to the applicable invoice, click on Edit Invoice and change the late fee field as desired. Once the changes are saved, the late fee will be waived.
Second, you can waive late fees from the client's profile. Navigate to the Billing tab of the client profile, and select View Late Fee.
Click the Pen & Paper (edit) button next to the applicable invoice that needs the late fee waived.
In the Waive field, type in the amount you need to waive, and click Save.
❓ 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
1. How do late fees work in DaySmart Vet?
Click the arrow to see the answer
Click the arrow to see the answer
Late fees can be automatically applied to past-due invoices based on your configuration settings. You can choose to apply a one-time fixed fee or a percentage of the outstanding balance. Percentage-based late fees will continue to accrue at the frequency you specify until the invoice is paid.
2. How do I enable and configure late fees?
Click the arrow to see the answer
Click the arrow to see the answer
Late fees are managed under Settings > View Configurations > Payment Terms. Click Edit to configure:
When invoices become due
Whether late fees are a fixed amount or a percentage
When late fees start applying (including optional grace periods)
Whether late fees apply to all invoices or only those above a minimum balance
You can also choose whether late fees apply to existing invoices or new invoices only when enabling the feature for the first time.
3. Can certain clients be exempt from late fees?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Individual clients can be exempted from late fees by editing their client profile and selecting Late Fees in the Exempt From field. This prevents late fees from being applied to that client’s invoices regardless of your global settings.
4. How do I view or waive a late fee?
Click the arrow to see the answer
Click the arrow to see the answer
Late fees appear directly on the invoice and are included in the invoice total. You can also view all applied late fees from a client’s profile under Billing > View Late Fees.
To waive a late fee:
The invoice must be open (late fees cannot be waived on locked invoices).
You can edit the invoice directly and adjust the late fee amount, or
Go to the client’s Billing > View Late Fees, click the edit (pen & paper) icon, enter the amount to waive, and save.