Administration

Run your dog school without the paperwork

Customer data in Excel, vaccination cards in a folder, credit balances on scraps of paper, payments in your head: that works up to about thirty customers. After that, it costs hours every week. PfotenCard brings everything together in one system.

  • Customer and dog records with vaccination status and training history
  • Top up credit, bonus rules apply automatically
  • Automatic invoices and DATEV export
  • Roles and permissions for staff
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Six areas a dog school has to manage

Only when these areas are in the same system does the duplicate data entry stop.

  • Customer record

    Contact details, consents, signed documents, credit balance and payment history in one place – instead of spread across folders, inbox and notebook.

  • Dog record

    Breed, date of birth, vaccination status, health particulars, temperament with other dogs and the complete training history including levels reached.

  • Documents and records

    Customers upload their vaccination card, liability insurance certificate and health certificate themselves in the app. You can see at a glance where something is missing or has expired.

  • Digital signatures

    Terms of participation, liability waiver and privacy notice are signed digitally before the first training session. No paper on the training ground.

  • Credit and bonus rules

    Customers top up credit, which is deducted automatically with each attendance. Bonus rules such as “5 euros extra for top-ups of 50 euros or more” run automatically; top-ups, bonuses and deductions can be traced without gaps.

  • Accounting

    Automatic invoices, DATEV export to SKR03, reporting-date inventory of outstanding credit and connection to sevDesk or lexoffice.

A training day with digital administration

The real difference doesn't show in the feature list, but in how a normal day runs.

  • Before training

    You see the participant list with dogs, outstanding credit and missing records. Last-minute cancellations have already been filled from the waiting list.

  • On the training ground

    Attendance is ticked off with a tap and the credit is deducted immediately. Without signal, this continues in offline mode and syncs later.

  • After training

    Hand out homework, award levels, generate certificates. Invoices and incoming payments run in the background.

Keeping an eye on legal obligations

Dog schools process animal health data, people's contact details and payment information. PfotenCard supports you in this, but is no substitute for legal advice; you remain responsible for your own legal texts and processes.

GDPR and data processing

GDPR-compliant hosting in the EU, a data processing agreement under Art. 28 GDPR and a documented list of sub-processors. Your customers agree to the terms and conditions and privacy policy digitally, and their consent is stored with a timestamp.

Your own legal texts for your dog school

Your dog school's legal notice, terms and conditions and privacy policy can be filled in from templates, written freely or linked as a PDF. If a document changes, existing customers are automatically asked to agree again.

Accounting your tax adviser will accept

DATEV export to SKR03, raw data ZIP and a reporting-date inventory of outstanding credit. Bonus credit is consistently kept separate from actual revenue.

Data export at any time

Customer, dog, appointment and revenue data can be exported as CSV or PDF – for your own records as well as for switching provider.

Frequently asked questions about dog school administration

How do I manage customers and dogs in a dog school?
A two-level structure makes sense: the person as a customer account with contact details, credit and invoices, and below that one or more dogs with breed, age, vaccination status, temperament and training history. In PfotenCard, course attendance and levels belong to the dog, payments to the person – so billing stays correct even when someone trains with two dogs.
How do I bill training sessions correctly?
Each attendance is deducted directly from the customer's credit. Credit is topped up in cash, by bank transfer or online via Stripe. Bonus credit from promotions is kept separately so that only actual income appears as revenue in your accounts.
Can I create invoices automatically?
Yes. Invoices for credit top-ups are generated automatically as PDFs and are available for customers to download in the app. You set the invoice number sequence, sender details and tax information – including the small business rule under § 19 UStG – once in the settings.
Is there an export for my tax adviser?
The accounting module provides a DATEV export to SKR03 in Windows-1252 format, a raw data ZIP, a reporting-date inventory of outstanding credit and integrations with sevDesk and lexoffice.
How do I manage access rights for staff?
Under Settings, Staff permissions, you assign roles such as admin or staff member and define in detail who may see and edit which areas. That way, a temporary helper can bill attendance without seeing the dog school's revenue figures.
Where is the data stored and who has access?
GDPR-compliant hosting in the EU, with encrypted data transfer. There is a data processing agreement under Art. 28 GDPR; the full list of sub-processors is in it. Data is not passed on for advertising purposes.

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Set up once, less admin for good

Import your existing customers via CSV and start for free on the Free plan.

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