For private and behaviour trainers

How a new client runs through PackOffice

Here is a typical week for a behaviour client, using typical Australian prices.

1. Monday night. An owner fills in your enquiry form about their rescue dog, who lunges at other dogs. Their answers to your intake questions land in a new client file, with the dog's details.
2. Tuesday. Your 90-minute consult (A$180) is set to request only, so you read the enquiry first and offer two times. They pick one. The confirmation and invoice with a pay link go out on their own.
3. The day before. A reminder goes by email and text, with links to confirm or cancel.
4. The consult. It is a home visit, so the travel gap you set after each booking keeps your next slot realistic, and a travel fee is added if they are outside your usual area.
5. Afterwards. Private notes for you, client notes and homework for them, which they see in their client portal. You can email them with the after-session template.
6. They say yes to a program. A six-session program at A$720, split into three instalments. Each session shows as "session 2 of 6", and every instalment has its own invoice and pay link.

Built around consults and programs

• Consult first. Close training sessions to new clients, so new people can only book the consult
• Request only or self booking, set for each service
• Intake forms you build, with every answer saved in the client file
• Programs of any length with a finish-by window, so you can see who is falling behind
• Payment plans of up to 12 instalments, with an optional admin fee
• Private notes only you see, and client notes and homework shown in their portal
• Home visits with a travel gap after each booking and travel fees by area
• Your calendar's busy times from Google, Apple or Outlook block those slots on your booking page

Money without the chasing

Invoices come from the booking with your ABN, card payments land in your own Stripe account at 2.5% + 30c, and bank transfers are matched to invoices when you upload your statement. Once an invoice is overdue, a friendly reminder goes out each week. The GST figures for your BAS add up as you go. See GST, BAS and bank matching.

What PackOffice is not

PackOffice is not clinical veterinary software, and it does not store videos or photos in session notes. Homework is written notes, and you can include a link to a video you host elsewhere. If you need medical records for a veterinary behaviour practice, use clinical software alongside it.

Questions trainers ask

Can I make new clients book a consult before anything else?

Yes. Close your training sessions to new clients and they can only book the consult. Existing clients can book sessions as normal.

Can I keep notes the client does not see?

Yes. Every session has private notes for you, and separate client notes and homework that show in the client's portal.

Can I charge for travel to home visits?

Yes. Set travel fees by area, and a travel gap after each booking so your available times allow for the drive.

Is this dog behaviour consultant software?

It is admin software for trainers and behaviour consultants who work with owners: enquiries, consults, programs, notes, payment plans and invoices. It is not clinical veterinary record software.

Related