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Extras billing for livery yards: stop missing charges

Owners request extras in the LIVERYLive app, staff tick them off and the charge lands on that owner's bill. From about $53£40€48A$77C$75 a month for 20 horses.

At a glance

  • What it costs$53£40€48A$77C$75 a month

  • Worth, in extra profit or time saved in the worked example$279£210€250A$403C$395 a month

  • Pays for itselfIn about a week

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Part and full livery yards charge for extras: turnout, bringing in, rug changes, holding for the farrier, extra hay. Requests come by text, WhatsApp and a word in the yard, and at month end someone rebuilds who had what from the whiteboard. If 20 horses each have 6 extras a month at $7£5€6A$10C$9 and 1 in 5 never gets charged, that's 24 extras, $160£120€143A$230C$226 a month, lost, on top of 4 hours of month-end invoicing.

What the AI does

LIVERYLive Pro is livery yard software. Its site describes a request system: owners submit requests in the app, the yard accepts them and they go onto the staff to-do list, and once a request is marked completed any extra charge is added to that owner's bill. Services are added to the bill on the day they're completed, ad-hoc services can be set to be paid at booking, and invoices go to owners digitally to pay online through Stripe, with a sync to Xero or QuickBooks. Owners can see when each request was accepted and completed, which cuts month-end disputes.

A worked example

A part and full livery yard in Hampshire has 20 horses and 2 staff. Extras cost $7£5€6A$10C$9 each and owners request about 6 a month per horse by text and WhatsApp; the owner writes invoices from the whiteboard on the last Sunday of the month.

Before

About 24 of 120 extras a month never charged ($160£120€143A$230C$226), and 4 hours of month-end invoicing

After

Extras billed the day they're done, and about 1 hour a month checking invoices before they go

What it's worth

About $279£210€250A$403C$395 a month, against $53£40€48A$77C$75 for LIVERYLive Pro. That is $160£120€143A$230C$226 of extras now charged, counted in full because the work was already being done, plus 3 hours of invoicing saved (4 down to 1) at an assumed $40£30€36A$58C$56 an hour, $120£90€107A$173C$169. Pro is $3£2€2A$4C$4 per horse per month: 20 horses × $3£2€2A$4C$4 = $53£40€48A$77C$75. Stripe's fee on owners' online payments (1.5% + 20p for standard UK cards on Stripe's pricing page) is extra.

How to set it up

  1. Start the 6-week free trial, add every horse and owner, and invite owners to the free app by email.
  2. List your extras with prices exactly as they appear in your livery agreement.
  3. Tell owners that from a set date, extras are requested in the app rather than by text.
  4. Have staff mark each request completed when it's done, so it goes on the bill that day.
  5. At month end, check the invoices before sending, and connect Stripe for online payment and Xero if you use it.

What goes wrong

  • It only works if requests go through the app. Extras asked for in the yard and not logged still get missed.
  • Pro is charged on the highest number of horses active in the previous month, so a horse swapped mid-month counts twice.
  • The site doesn't mention VAT. If the yard is VAT-registered, check how invoices handle it before they go out.
  • Prices in the app must match the livery agreement, or the first disputed bill undoes the trust it's meant to build.

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Last updated October 17, 2026.