A vet clinic has layers of complexity that most businesses don't. You're tracking the animal as the patient but billing the owner. Drugs need lot numbers and expiry dates for compliance. Field visits need to be invoiced properly and travel costs recorded. Insurance companies may be paying for some patients. And you're doing all of this while running a full appointment schedule.
Vendra connects all of it. Patient records, appointments, pharmacy dispensing, consultation billing, field visit costs and payroll — in one system you can access from the clinic or out in the field.
What veterinary software needs to handle
A veterinary practice has specific requirements across clinical administration and pharmacy management:
- Animal patient records linked to owner contact accounts for billing
- Appointment scheduling per veterinarian with calendar view
- Consultation billing as service invoices with treatment and drug lines
- Pharmacy dispensing with lot and expiry tracking for all veterinary drugs
- Controlled substance dispensing with a full audit trail per lot
- Vaccine batch tracking from receipt through patient dispensing
- Supplier purchasing for drugs and clinical supplies with cost tracking
- Insurance company and corporate client billing with outstanding receivable tracking
- Field visit and farm call billing with mileage expense recording
- Staff payroll for vets, vet nurses and reception staff
- Daily collections report and outstanding balance report
How Vendra handles veterinary clinic operations
Animal patients linked to owner accounts
In Vendra, each animal patient is created as an individual contact record. The owner is linked as the parent contact or company. When a consultation invoice is raised, it is billed to the owner — but all the clinical history, drug dispensing records and appointment notes are attached to the animal's contact record. Reception staff can pull up an animal's full history in seconds, and the owner's financial account is separate from the clinical patient record.
For breeders, farms or kennels with multiple animals, all patients are linked to the same owner account. Monthly billing or account statements show the owner all charges across all their animals in a single document.
Appointment scheduling per veterinarian
Appointments are managed through Vendra's Calendar module. Each appointment is a calendar event assigned to the attending vet, linked to the animal patient contact, and scheduled in the appropriate consultation room. The calendar shows all vets' schedules simultaneously, so the receptionist books without creating conflicts. Automated email reminders are sent to the owner before the appointment.
Pharmacy dispensing with lot and expiry tracking
All veterinary drugs — antibiotics, antiparasitics, anaesthetics, hormones, controlled substances — are managed as inventory products with lot numbers and expiry dates assigned at receipt. When a vet dispenses medication to a patient, the dispensing is recorded as a stock movement that deducts from the lot. The system maintains a full dispensing log: date, vet, patient, drug, lot number, quantity dispensed.
For controlled substances, the lot-level dispensing record provides the audit trail required by veterinary drug regulators. Every dispensing event for a controlled substance records the authorizing vet, the patient, the owner, the lot number, the batch expiry and the quantity — all searchable and exportable for inspection purposes.
Vaccine batch tracking
Vaccines are received against purchase orders with a lot number and expiry date per batch. When a vaccine is administered to a patient, the specific batch number is recorded against the dispensing event and linked to the patient contact. This creates a traceable record of which batch was used on which animal on which date — essential for recall management and certificate issuance.
Animal patients linked to owners
Each animal gets its own contact record. Clinical history, dispensing and appointments sit on the animal. Invoices go to the owner. The two are linked but kept separate.
Pharmacy lot and expiry tracking
Every drug is tracked with a lot number and expiry date from the moment it arrives. Dispensing is logged per lot. Vendra alerts you before anything gets close to expiry.
Controlled substance audit trail
Every time a controlled drug is dispensed, Vendra records the vet, the patient, the owner, the lot number and the quantity. The full log can be exported for a regulatory inspection.
Vaccine batch records
When you vaccinate an animal, the specific batch number is recorded against their patient record. You can always trace which batch was used on which animal and when.
Field visit billing with expenses
Farm and home visit consultations are billed as normal invoices. The vet logs mileage and travel costs separately. Those costs go through approval and then into your accounts.
Insurance and corporate accounts
Insurance companies and corporate clients like farms or kennels each get their own billing account. You can see what each one owes and how long the invoice has been outstanding.
Field visit billing with mileage expense tracking
When a vet travels to a farm, kennel or client premises, the consultation and any treatments delivered are billed as a service invoice to the owner or corporate client — exactly as a clinic visit would be, with appropriate field visit and travel surcharge lines. The vet records their mileage and any out-of-pocket travel costs through Vendra's Expenses module. These expenses are routed for manager approval and, once approved, post as a cost to Accounting. Management can then compare field visit revenue against the cost of each visit to assess profitability.
Supplier purchasing for drugs and supplies
Drug and supply purchasing is managed through Vendra's Purchase module. When pharmacy stock falls below its reorder point, the system generates a draft purchase order for the supplier. The purchasing manager reviews and confirms it. When the shipment arrives, it is received through Inventory — lot numbers and expiry dates are assigned at receipt. The vendor bill is matched to the purchase order in Accounting, giving a complete cost record per drug batch from purchase through to patient dispensing.
Multi-vet practice support
Vendra supports practices with multiple vets working simultaneously. Each vet has their own user account and calendar. Session reports, dispensing logs and billing can all be filtered by vet, so practice management can see each vet's consultation volume, revenue generated and drug usage independently. Staff payroll for all roles — vets, vet nurses, receptionists — is processed through the Payroll module with salary structures configured per role.
Which plan do I need?
Single-location veterinary practices start on the Pro plan at $27/month — covering contacts, Calendar, invoicing, pharmacy inventory and accounting. Multi-location practices or those requiring consolidated reporting across branches use Pro Plus at $50/month.