A pet care facility can be full and still bleed cash if money walks out the door — a checkout that didn't fully collect, a deposit that was never taken on a holiday-weekend booking, a balance that ages quietly for two months. Unlike a medical practice, most of your revenue should collect at point of sale, so any meaningful open AR is a process gap, not a payer-cycle delay. This dashboard makes the money side visible: what you billed, what you collected, what's still open, and how well you capture deposits.
What this dashboard answers
The billing page shows invoiced amount, collected amount, collection rate and outstanding balance, trends invoiced against collected over time, and ranks collection rate and outstanding balance by location. The deposits page surfaces deposits collected and deposit capture rate, shows the collected-amount split by payment method — Card, Cash, ACH, Stored Card on File, Gift Balance — and breaks outstanding balance into age buckets (Current, 1–30, 31–60, 60+ days) so the at-risk dollars are obvious.
The metrics that matter
Collection rate is the headline — in a point-of-sale business it should sit very high, so a rate dragging below that is a checkout-process problem worth chasing. Deposit capture rate is the leading indicator: deposits taken at booking protect you against no-shows and holiday cancellations, and a low capture rate means you're carrying risk you don't have to. AR aging is the early-warning line — once a balance crosses 60 days at a facility, the odds of ever collecting it fall sharply, so the oldest bucket is the one to work first.
Why the data is trapped
Booking and POS systems record invoices and payments, but they don't compute collection rate, they don't track expected-versus-captured deposits as a rate, and they rarely age open balances into clean buckets across locations. Deposit capture in particular requires holding what deposit should have been collected next to what was, which the booking tool doesn't keep as a comparable pair. Assembling collection rate, deposit capture and AR aging into one view is the modeling this report does.
How to read it
Start with collection rate by location — a site dragging the others usually has a checkout or balance-write-off habit you can fix. Read deposit capture rate next, since lifting it directly reduces no-show and cancellation losses. Then work the AR aging buckets oldest-first, because every day a balance ages lowers the odds it's collected. The sample uses entirely synthetic data, so there are no real client or financial records in what you see here.
Metrics it tracks
| Metric | What it means |
|---|---|
| Invoiced Amount | Total billed across all tickets in the period. |
| Collected Amount | Total payments received against those tickets. |
| Collection Rate | Collected ÷ invoiced — the share of billed dollars actually collected. |
| Outstanding Balance | Invoiced minus collected — open accounts receivable. |
| Deposits Collected | Deposit dollars actually captured on reservations. |
| Deposit Capture Rate | Deposits collected ÷ deposits expected — the share of expected reservation deposits you actually take. |
Used by: Owners, operators, and bookkeepers
Frequently asked questions
What is a good collection rate for a pet care facility?
Because boarding, daycare and grooming are largely point-of-sale, collection rate (collected over invoiced) should sit very high — most of the money should land at checkout. A rate dragging meaningfully below that signals a checkout-process or balance-write-off gap rather than a slow payment cycle, and it's usually concentrated at one location.
Why does deposit capture rate matter so much?
Deposit capture rate — deposits collected over deposits expected — is your protection against no-shows and last-minute holiday cancellations. A low capture rate means you're holding runs and chairs without the deposit that would offset a cancellation, so lifting it directly reduces the revenue you lose to empty, unrecoverable slots.
Why bucket outstanding balances by age?
Because the older a balance gets, the less likely it ever collects. Splitting open AR into Current, 1–30, 31–60 and 60+ day buckets shows which dollars are most at risk so a bookkeeper can work the oldest, most fragile balances first — before they age into write-offs.
Build this report on your own data
Clone this Pet care facilities template — describe it and we’ll generate sample data so you can try it free, or upload your own export. You get a fully modeled, branded Power BI project that opens in Power BI Desktop.
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