Cutting Admin Time 60% So Vets Could Get Back to Patients
A large equine veterinary practice was losing 30–40% of every vet's day to software that didn't fit how they worked. A purpose-built practice management system cut administrative time by 60% and doubled the horses seen without ballooning staff costs.
What they were up against.
Equine practices work very differently from small-animal clinics — patients are often on farms, not in clinics. Records need to be accessible and updatable in a barn, not at a desk. Billing involves complex multi-owner situations, equine-specific insurance structures, and service packages that generic systems can't model correctly. This practice had been using a generic veterinary system for years, propped up by spreadsheets, paper forms, and manual billing workarounds. Vets were spending 30–40% of their day on administrative tasks the software should have handled. They called us to fix it.
- Generic small-animal software forced to fit an equine practice
- Records needed in a barn, but the system assumed a desk
- Multi-owner billing and equine insurance the system couldn't model
- Vets lost 30–40% of every day to admin and workarounds
How we did it.
A week in the practice, first
We embedded for a week before writing a line of code — watching how vets moved through their day, how records were accessed in the field, and how billing was calculated and communicated. The system reflected those real workflows, not a generic approximation.
Build to the equine model
We built directly to the way large-animal practices actually operate — field-first, multi-owner billing, supplies charged at the point of care.
What changed.
Administrative time dropped 60% in the first three months. The billing cycle shortened 35% as manual reconciliation disappeared. Vets reported handling 15–20% more appointments per week without working more hours. And after launch, 98% of existing clients stayed — with satisfaction actually improving as vets became less distracted during appointments. Delivered as a Value Sprint and run through AI Office.
The system.
Field-ready mobile records
A mobile-first records system usable in a barn with gloves on — not a desktop tool bolted onto a phone.
Equine billing engine
Handles equine-specific ownership structures and insurance correctly, where generic systems forced manual workarounds.
Integrated inventory
Wired directly into records, so charging for supplies happens automatically at the point of care.
Inside the build.
The best part of course is that we are seeing about twice as many horses as two years ago but are able to keep our staff costs under control with so much more of the business being managed by the software.
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