PetGroomBossPro Blog — Online Booking & Quotes

Quoting Monthly Grooming Accounts: Senior Living, Daycare and Apartment Pet Days

Most of a mobile groomer's work is one home at a time. Monthly accounts are different. A senior living community that wants a pet day for residents. A doggy daycare that wants bath days. An apartment community that wants a groomer on site once a month. These accounts can fill a whole day with work in one parking spot, and they need a different kind of quote.

Not a Booking Page Job

Double coats, covered in Quoting Double-Coated Dogs and De-Shedding Without Surprises, show how some jobs need a closer look than the booking page can give. Monthly accounts are the clearest example.

The booking page prices a single household: a service, up to four pets, a frequency and add-ons. A monthly account might involve many pets, several owners, a manager who signs off, and a single bill. That is a job for an estimate and a conversation, not an instant price.

These accounts usually start through the website request form, a phone call or a referral. When a manager reaches out, reply quickly and ask a few questions before you quote.

Questions to Ask Before You Quote

• How many pets, roughly, and what kinds? Small dogs and cats in senior living are a different day than large dogs at a daycare.
• Which services? Full grooms, bath & brush, nail trims only, or a mix?
• How often? Monthly is common; some want every two weeks.
• Who pays? Does the community or business pay one bill, or does each pet owner pay?
• Where does the van park, and is there power and water? Van notes matter more here than anywhere.

The answer to “who pays” shapes the whole setup.

Build the Estimate

Build the estimate from your service list so the prices line up with the rest of your business. A common structure is per pet: a price for each service, with the number of pets expected. Add a description that explains how the day works: “One pet day per month, nail trims and bath & brush for residents' pets, priced per pet. Billed as one monthly statement.”

Send it and let the manager approve it online. Managers often need to show a price to someone else first, and a written estimate they can forward makes that easy. The approved estimate becomes the job. More on approval is in Online Estimate Approval: How an Approved Grooming Estimate Becomes the Job.

If you write these often, save one as a template so the next pet-day quote takes minutes.

Monthly Account Billing

When the community or business pays, set the account to Monthly. A Monthly account gets one statement each month covering every visit, instead of a separate invoice after each pet day. That is how most managers prefer to pay: one bill, one payment, easy to pass to their own bookkeeping.

Invoices include line items and sales tax where it applies, and the account can pay online. If a statement goes unpaid, past-due follow-up helps you chase it.

If each pet owner pays for their own pet instead, set them up as their own clients, each with a card on file, and bill per visit as normal. One client can have many addresses, which also helps when a manager oversees more than one property.

Schedule It Like Any Repeat Client

Once approved, set up the account with Add Recurring Grooming: monthly, every two weeks, or custom days, on the same weekday, time and van. Every visit is written up front and waits on Pending Jobs with its planned day, time and van until you confirm it.

Use van notes for the details that make the day work: which entrance to use, where to park, the outlet and water hookup, who to check in with at the front desk.

Keep Track of Many Pets

A job holds up to four pets per visit, each with name, breed, size, coat, rabies due date and notes. For a busy pet day with more pets than that, it often makes sense to set up each owner's pets as their own job or client at the same address, so every pet's notes carry forward to next month. The next visit fills in from the last one, so the second pet day is far easier than the first.

Treat the Manager Like a Client

The person who approved the estimate is your real client on a monthly account. Keep them in the loop. A short text after each pet day, a printed Grooming Report if residents like them, and a statement that arrives on time all help the account renew month after month. For the rest of the booking and quoting tools, visit the pet grooming booking software page.