Equestrian operations, organized
Software that runs the barn,
so you can run the horses.
One calm, modern platform for horse records, scheduling, billing, staff, shows, and the dashboard that finally tells you whether the barn made money this month.
14-day free trial · No credit card required · Cancel anytime
Built around the way your barn actually runs
In the Stall
Horse records & care
In the Arena
Scheduling & lessons
In the Office
Billing & agreements
In the Aisle
Staff & shifts
Horse Management
Every horse, in one honest record.
Photos, breed, markings, microchip, insurance. A medical timeline with image uploads. Vet, farrier, and bodywork schedules with reminders that actually fire. Per-horse workload, rest-day, and rehab rules so the right horse is never accidentally over-ridden.
- Health & medical timeline with photos, videos, and vet notes
- Per-horse care calendar: vet, farrier, dentist, chiro, bodywork
- Workload, rest-day, and rehab rules enforced at booking
- Supplement & medication tracking with auto-reminders
- Rider safety rules — beginner-safe, max rider weight, jumping limits
- Emergency contact, insurance, and Coggins — all in the same tab
“I haven't missed a supplement reminder in 90 days. The aisle staff get a buzz on their phone at 3pm — and Comet gets his bute. That alone paid for the subscription.”
— Trainer, hunter/jumper barn
15 horses · A-rated circuit
Placeholder testimonial · Being collected from real BarnPilot users
Scheduling
A calendar that understands horses, arenas, and trainers.
Not a generic grid. BarnPilot checks four things at once before booking a lesson — is the horse available, is the rider available, is the trainer available, and is the arena free? Clients self-book; you approve. Lessons, training rides, hacks, and care appointments all live in the same plan.
- Conflict-checked scheduling across horse + rider + trainer + arena
- Client self-booking with approval workflow
- Recurring lessons & training rides with one click
- Per-horse rest days, owner-away periods, and rehab blocks honored
- Color-coded by trainer, care type, or discipline
- Boarders see a controlled view — first names, slots only, or full names
Billing & Payments
Boarding, lessons, and the messy parts — finally as easy as board itself.
Recurring board invoicing that runs without you. Lesson packages, credits, and refunds that actually reconcile. Stripe for online payment, ACH payouts to trainers, and manual collectors like Zelle and Venmo for the boarder who still writes a check.
- Auto-recurring boarding invoices on your billing-cycle anchor
- Lesson packages & credits with expiration tracking
- Stripe online payments + ACH trainer payouts supported
- Manual pay methods per client — Zelle, Venmo, PayPal, check
- Past-due escalations: soft-blocked at 5 days, hard-blocked on final notice
- Boarding invoices, lesson invoices, and show fees — separate or together
“My accounts-receivable went from a Saturday problem to a Tuesday-morning email. BarnPilot handles the boarding cycle so I can handle the horses.”
— Barn owner, boarding + training facility
28 horses · New England
Placeholder testimonial · Being collected from real BarnPilot users
Clients
Owners stay in the loop without pulling you out of the ring.
A real client portal that shows owners what their horse did today, what they owe, and what's on this week's calendar. Lesson requests come through a single approval queue. Bulletins publish in seconds. Families — including guardians who pay — share one tidy record.
- Owner portal: horse care, lessons, billing, and shows in one view
- Lesson & hack requests routed through approval workflow
- Family & guardian links for parents who pay the bills
- Bulletin board with optional email + SMS notifications
- Per-client communication preferences — SMS, email, both, neither
- Stored liability waivers, signed forms, and ride preference cards
Staff Management
Daily assignments, handoffs, and time clock — in the aisle, on a phone.
Daily care checklists for every staff member with signed handoffs between shifts. Mobile time clock. Trainer compensation profiles with per-lesson, percentage, and à la carte rules. The barn runs the same on Sunday morning as it does on Tuesday afternoon.
- Daily care assignments with priority, due time, and completion notes
- Printable task lists with signature block for shift handoffs
- Mobile time clock with auto-close on shift end
- Trainer compensation profiles — per-lesson, %, or salary + bonus
- Per-staff notification preferences — SMS, email, daily digest
- Incident log for the moments that need paperwork
“I knew my morning crew wasn't reading the whiteboard. Now they read the phone. The handoff signature alone caught three missed doses before they left the barn.”
— Barn manager, sporthorse training barn
22 horses · 4 staff
Placeholder testimonial · Being collected from real BarnPilot users
Horse Shows & Events
Show coordination without the spreadsheet panic.
Show events with attending horses, trainer assignments, and coaching, hauling, and stall fees defaulted per show. Clinics and camps with online signup, deposit or full-pay, public landing pages, and stall selection. Every event publishes to the calendar — for horses and humans — in one motion.
- Show entries with attending horses + per-trainer day assignments
- Default coaching, hauling, stall, and tack-stall fees per show
- Online signup pages for clinics, camps, and barn events
- Deposit-only, deposit-with-balance, full-pay, or pay-later options
- Experience categories — Cross Rails, 2-foot, 2-foot-6-plus — with rider capacity limits
- Stall inventory + reservation system for show or clinic attendance
Business Analytics
The dashboard that finally tells you if the barn made money.
Per-horse profitability. Monthly P&L. Lesson revenue by trainer. Package redemptions. Boarding cost-per-horse against board rate. Know which horse is feeding the barn and which one is quietly eating the profit — without an Excel sheet and a Sunday.
- Per-horse profitability: board, feed, supplements, vet, farrier in one view
- Monthly P&L: boarding, lessons, training, shows, and expenses
- Lesson revenue by trainer — package vs. à-la-carte splits
- Package compliance and credit-expiration tracking
- Monthly expense categories with feed, bedding, and labor breakdowns
- Exportable PDF reports for your bookkeeper or partner
Built for the barn aisle
Not just a calendar. A barn operating system.
Generic scheduling apps treat horses like meeting rooms. BarnPilot knows the difference — and it shows up in every workflow.
| Capability | BarnPilot | Generic Scheduling |
|---|---|---|
| Per-horse profiles with photos, breed, markings, microchip, and insurance | ||
| Vet, farrier, bodywork, dentist schedules with automated reminders | ||
| Per-horse workload, rest-day, and rehab rules enforced at booking | ||
| Rider safety rules (beginner-safe, max rider weight, jumping limits) | ||
| Medical timeline with photo & video uploads | ||
| Scheduling that checks horse + rider + trainer + arena together | ||
| Client self-booking with approval workflow | ||
| Recurring board invoices + lesson packages + credit ledger | ||
| Stripe online payments + ACH payouts to trainers | ||
| Boarding agreements & liability waivers with PDF overlay signing | ||
| Daily staff assignments + time clock + signed shift handoffs | ||
| Horse shows, clinics, and camps with public signup pages | ||
| Per-horse profitability and monthly P&L report |