From the first arrival.
To the last invoice.

01 / Horse records

A complete picture of every horse.

Keep the details you need in the yard alongside the history you need in the office. Move between horses in the record sidebar, or search and filter the register to find the right record quickly.

Identity and profile

Record registered and stable names, year of birth, sex, breed, sire, dam, microchip and other identifying details.

Programme and dates

Give a programme a start date and daily rate. Track arrivals, departures and programme changes so the horse’s stay and charges follow the dates recorded.

One connected record

View ownership, care and health, horse updates, media, work, movements, charges, invoices, documents and notes from the horse’s record.

A useful register

See programme, physical allocation, current owners and shares, latest checks and records needing attention. Switch between table and card views and export the list.

02 / Owners and customers

Every horse connected to the right people.

A horse can have several owners, and an owner can have several horses. Tockly keeps those relationships visible in both directions, with ownership history available when shares change.

Shares with effective dates

Record dated ownership shares down to 0.001%, including hundreds of small holdings. Keep ownership history and use the shares that apply to each charge’s service dates.

Contacts and recipients

Keep billing customers, contact details and additional recipients together. Control who receives invoices and who receives horse updates separately.

An owner’s view of the business

See linked horses and current shares alongside balances, invoices and the latest recorded owner notification.

History you can refer back to

Retain previous ownership rather than replacing the past with the current arrangement. Review ownership as at a selected date in reports.

Bill the responsible syndicate

Choose the responsible syndicate as the horse’s billing customer. Its charges join that customer’s monthly draft, while member shares and allocations stay in Tockly without separate member invoices.

Explore syndicate features →

03 / Paddocks, stables and movements

Know where each horse is, and where it has been.

Keep physical allocation separate from the programme a horse is on. A horse can be in a named barn or paddock while its training or agistment programme determines its daily charge.

Physical allocation

Organise property areas, stables and paddocks, and see the horse’s current allocation in its record and register.

Arrivals and departures

Record a horse coming onto or leaving the property, and retain departed horses in the history.

Movement history

Keep dated movements and allocation changes together so staff can refer back to a horse’s stay.

04 / Care and daily health

Care dates, observations and reminders together.

Use the horse record for its longer care history and daily health for routine observations. Dated procedures help connect the work carried out with the charge that needs to be billed.

Routine care history

Record farrier work, dentistry, drenching, vaccinations and other procedures with dates and notes.

Daily observations

Record health checks such as temperature, appetite, condition and notes, then refer back to previous checks.

Care reminders

Set care intervals and review what is due or overdue, helping the team plan the next visit or treatment.

Procedure charges

Add a dated procedure charge directly from the horse’s charges area, with the service, amount and optional supplier or notes, ready for the next draft invoice.

Treatment courses and staff records

Enter the vet’s prescribed instructions, dates and dose times. Record each dose as given with the actual time, or not given with a reason. Reminders do not mark a treatment as administered.

05 / Daily charges and procedures

Record the work while it is fresh.

Tockly brings time-based charges and individual services into the same billing workflow. The horse’s programme, stay dates, extras and dated procedures provide the detail for invoice preparation.

Programme charges

Use the daily rate and programme dates to build charges across the horse’s stay, including changes between programmes.

Daily extras

Record recurring extras alongside the standard programme rate, such as agreed daily supplements or additional services.

Individual charges

Record farrier, veterinary, dentistry, transport and other services against the horse on the date they happened.

Review before billing

Check the charge, dates, amount and ownership allocation before confirming an invoice.

06 / Tockly Capture

Turn the worksheet into charges you can check.

Photograph a handwritten stable worksheet with Tockly Capture. It reads the worksheet and proposes horse charges for you to check, edit and approve before they enter draft invoices. Keep the original worksheet and review history with the record.

Photograph or upload

Choose up to ten worksheet photos for a review. Clear, straight photos with the full page visible give the review the best starting point.

Check the proposed entries

Review the horse, service, date and price. Correct matches and edit the details before approving charges for draft invoicing.

Keep the source nearby

The original worksheet photo stays with the review record for reference until it is deleted.

Bring existing records across

Use the register import tools to prepare horse and owner records from existing information, then review the proposed records before adding them.

07 / Invoices and payments

From horse charges to monthly customer invoices.

Prepare drafts for a billing period, check the underlying work and owner shares, then confirm and send. Tockly also gives you tools to see what has been paid and follow up what is outstanding.

Split ownership billing

Bill owners using the shares effective on each service date, or choose a responsible syndicate as the billing customer. Monthly drafts stay separate by customer, billing business and currency.

Month-end preparation

Combine charges across horses into one monthly draft per billing customer, keeping horse and service detail. Review the drafts before confirming and sending.

Payments and balances

Track invoices, payments, credits, statements and outstanding balances so you can see which accounts need attention.

Payment follow-up

Use Tockly’s invoice follow-up tools and reminders to keep outstanding invoices moving, with visibility of invoice and sending status.

Allocation records that reconcile

Member allocations reconcile to the original charge before tax, with a downloadable allocation record. Tax is calculated and rounded on each invoice.

08 / Horse updates and communication

Keep owners part of the horse’s progress.

Create an update for a horse and bring the note and supporting media together. Save a draft while you prepare it, then choose the permitted recipients when it is ready to share.

More than a written note

Share photos, videos, voice notes and written updates, with links to results, entries, replays or livestreams where relevant.

Room for the full update

Attach up to 6 media files per update, with a combined limit of 500 MB. A single file can use the full allowance.

The right recipients

Owners can open permitted horse updates and sent invoices through a private Owner Hub link without creating an account. Keep the link private: anyone with a valid link can access its shared records.

Owner updates due

See a compact reminder card with the number of updates due. Open it to review owners who have not received an update within your chosen interval. Successful owner notifications reset the reminder; drafts do not.

Update storage and downloads

Horse updates and their media are retained for 3 months from creation, with an email warning 7 days before deletion. Sent invoices are available in the owner hub for 24 months from their issue date. Download anything you need to keep longer.

Keep every member informed

Members can receive private horse updates without receiving invoices. Review recipients, queue a large send and follow its progress while delivery continues after you close the page.

Large owner-update sends

Review up to 50 saved updates for a combined notification. Large owner groups are queued in batches, with progress, retries and uncertain deliveries flagged for review.

09 / Bookings, clinics and shows

Let people book a visit, wherever they find you.

Book lessons, arena hire, clinics and horse arrivals across your arenas and instructors. Set durations, availability, approval and payment requirements for each service.

Multiple arenas, instructors and flexible times

Manage multiple arenas and instructors, private and group lessons, facility hire, clinics, show-day coaching and horse-arrival requests. Set service prices, booking durations, gaps between bookings, rider capacities and available dates and times. Link lessons to an instructor and, where needed, an arena.

Approval and payment settings

Choose whether a service needs your approval, online payment or both. Where approval is required, review the request first. With Stripe connected and payment required, the booking is confirmed after successful payment. Clinics can reserve dates from regular availability.

Horse intake

Accept horse arrival requests and use approval settings where you need to check a request before confirming it.

Clinics and shows

Create dated events and offer services such as coaching, warm-up help or competition rides. Manage event availability alongside the regular schedule.

Your page and connections

Set business details, venue, time zone and currency. Configure approval or payment requirements where applicable, and connect supported Google or Microsoft calendars.

Separate facility booking pages

Give each facility its own public booking page, services, availability and calendar connections. Its bookings use the linked billing business and property settings, including currency and time zone.

10 / Reports and calendar

See the detail behind the day-to-day work.

Use operational reports to review the yard and records, and financial reports to understand the billing position. The calendar brings dated stable reports and bookings into view.

Ownership extract

Review owners by horse or horses by owner as at a selected date, with an option to include previous ownership and recipient details.

Yard and care reporting

Review the horse register, daily yard information, arrivals, departures, movements and care records.

Communication coverage

Check which horse-owner relationships have received notifications and which need an update.

Financial review and exports

Review invoicing and outstanding accounts. Use CSV downloads or print/save PDF on supported reports for sharing and further analysis.

Stable reports

Create dated reports linked to owners and view them on the calendar. Use email delivery and WhatsApp options where the connection is configured.

Cashflow and planning

Build budgets, cashflow forecasts and what-if scenarios from recorded invoices, supplier bills or supported accounting reports. Review actuals against budgets. Forecasts depend on your saved records and assumptions; they do not combine currencies automatically.

11 / Integrations and supplier costs

Keep the yard records connected to the accounts.

Connect the tools your business already uses: Xero, MYOB, QuickBooks Online, Stripe, Google Workspace or Gmail, and Microsoft 365. Keep accounting, online payments and business email connected to the horse-side work.

Accounting connections

Connect Xero, MYOB or QuickBooks Online to import supported customers and unpaid invoices, refresh payment status and upload supported sent Tockly invoices. Equine calculates its horse charges and owner invoice drafts itself; the accounting connection is optional. Use your accounting system for the general ledger, tax and wider business accounts.

Stripe payments

Connect your Stripe account to enable secure payment links on supported invoices and reminders. Customers can pay by card or eligible wallet methods, depending on your payment setup and their device.

Built-in email, Gmail and Microsoft 365

Send supported invoices, reminders and business messages through Tockly’s built-in email service. You can also connect Google Workspace or Gmail, or Microsoft 365, to send from your authorised business email address. Connected mailboxes use send-only access.

Calendar connections

Connect Google Calendar or a supported Microsoft calendar for your booking schedule. Calendar connections are configured separately from email sending.

Supplier invoices and horse on-billing

Incoming invoices & on-billing receives charges from connected Tockly supplier businesses. Match their horses to your records, review your selling prices or saved pricing rules, and send approved charges into your usual horse-owner invoice review. Keep a supplier cost without on-billing it when appropriate.

Supplier bills and purchase reports

Record supplier bills in Tockly with original files, review and approve them, and record full or partial payments already made. Optional Xero, MYOB and QuickBooks Online connections import supported unpaid bills and refresh their status. Purchase reports and CSV exports keep costs and payments separate. Importing an accounting bill does not automatically allocate its lines to horses.

Clear division of work

Daily charges follow the recorded programme, rate, arrival, departure and programme-change dates. Add recurring extras and dated expenses, then review the billing period and applicable ownership shares before confirming and sending invoices.

How are syndicate invoices exported?

With syndicate billing selected, supported exports to Xero, MYOB or QuickBooks Online use the syndicate’s invoice. Member allocations remain internal to Tockly.

12 / TocklyTime

Bring the team’s jobs and time into the picture.

TocklyTime is an optional paid add-on for staff tasks, clock-in, clock-out, breaks, timesheets and approved payroll-hours exports. Equine and the standalone TocklyTime website open the same connected workplace. TocklyTime records time; it does not calculate wages, tax or leave.

Daily jobs

Assign tasks to people or teams, link work to horses, set due dates and repeating jobs, and record progress and completion.

Clock-in and timesheets

Record clock-in, clock-out and breaks, with location captured at clock-in and clock-out. Review the hours in timesheets.

Review and export

Approve time records and export payroll hours.

One connected workplace

Keep the workplace, staff and tasks connected across Equine and TocklyTime, rather than setting up a separate team for each entry point.

Horse work and treatments in TocklyTime

With the paid TocklyTime add-on, link employees to Equine staff, open assigned work sheets and record shared progress. Assign treatment reminders to selected employees or the team; authorised staff record administration back to the horse’s treatment record.

13 / Access and getting started

A workspace that fits the business.

Set up the business, bring in your horses and owners, and choose the tools you need. Keep access and billing settings aligned with the way your business operates.

Team access

Give staff and advisers the appropriate permissions, including management, bookkeeping and read-only accountant access where needed.

Plans by horses billed

Horse bands count unique horses billed for the month. Each horse counts once across split-owner invoices, including departed horses billed that month. Current regional prices are shown on the pricing page and confirmed before checkout.

Optional connections

Accounting, calendar, communication and TocklyTime features require their relevant setup or connection. TocklyTime is a separate paid add-on.

Help when you need it

Use the help centre for setup guidance, or contact Tockly to discuss your business and the records you want to bring across.

14 / Daily work sheets

Daily work sheets

Arrange horses in one list, drag them into order, group horses working together, assign riders and enter each horse’s work. Send the reviewed sheet to staff.

Photograph a handwritten work list, review the proposed horses, riders and instructions, then save the work sheet.

Staff record when a rider mounts, when work finishes, and any observations or changes. The horse’s work history keeps the recorded activity.

Choose daily or weekly work reports for the business owner and staff. Plan up to 200 horses per sheet, with separate sheets for different teams.

15 / Multiple businesses and countries

Multiple businesses and countries

Set up separate billing businesses and properties with their own invoice details, currencies, tax settings and time zones. Keep invoices separated by billing business and currency, and restrict regional staff to permitted properties or businesses.

Separate facility booking pages

Give each facility its own public booking page, services, availability and calendar connections. Its bookings use the linked billing business and property settings, including currency and time zone.

Billing currencies

Equine billing businesses support NZD, AUD, USD, GBP, EUR, CAD, CHF, SGD, HKD, ZAR, AED, CNY, MYR and JPY. JPY invoices use whole yen. Payment and accounting availability depends on the connected provider and business country.

Choose a language and save your default. Invoice labels follow the saved invoice language; names and your own descriptions stay as entered. Some specialist screens and documents may still show English.

For large or international operations, contact us to review your horse numbers, facilities, integrations and onboarding needs. Local tax configuration needs your adviser’s review; country settings do not provide automatic tax compliance or consolidated foreign-currency accounts.

Configure separate billing profiles where different locations need different invoice details, tax names, registration numbers or default tax rates. This can include operations across regions, provinces and US states. State and local tax requirements can differ; your tax adviser should confirm the rates and treatment of each service. Tockly Equine applies the rates you configure; it does not automatically determine tax jurisdictions, exemptions or filing obligations.

16 / Syndicator Hub and horse accounts

Syndicator Hub and horse accounts

Syndicator Hub has its own subscription. Manage members and shared updates, prepare share-sale or monthly member invoices, record payments, and review each horse’s cash balance and recorded share-sale progress. Download horse accounts and review personalised member PDF statements before emailing.

Prize money and costs are entered manually. Horse accounts are operational cash statements. Hub member invoices stay in Tockly; full Equine accounting connections can export the stable’s invoice to its responsible syndicate.

Syndicator Hub and horse accounts →

Prize-money distribution

Enter race or sport-horse winnings manually, with the event date, gross prize money, deductions and net receipt. Review each member’s allocation using ownership on the event date before confirming. Allocate an existing prize receipt without recording the income twice. Member statements show allocated prizes, recorded payouts and funds held.