For Independent and small-group veterinary clinics and animal hospitals
Catch client balances and payment plans that slip past due
Emergencies and big surgeries sometimes leave a balance or a payment plan. Without a weekly look, balances age quietly, and clients keep booking with old money still owed.
What it can cost you
Example: $6,000 in balances over 60 days x 30% that would have been collected with an early call = $1,800.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists client balances by age, from new to long past due.
- Flags missed installments on in-house payment plans.
- Finds clients with an upcoming appointment and an overdue balance.
- Checks third-party financing applications that were started but never finished.
- Shows balances written off each month by clinic.
Where it reads from
- AVImark
- Cornerstone
- ezyVet
- IDEXX Neo
- QuickBooks Online
What happens when it fires
The front desk raises the balance kindly at check-in. The system drafts balance notes and a short follow-up list.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Clients with an overdue balance and an upcoming visit are flagged before the visit day. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Will it send clients to collections?
No. It shows who owes and drafts friendly reminders. How you handle a balance is your call.
Can it track financing like CareCredit or Scratchpay?
It can read what your practice software records about financing, and flag balances that were supposed to be covered but were not.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for veterinary clinics
Seven more things worth watching.
- Overdue reminders with no appointmentSpot vet patients past due on wellness and vaccine reminders with no visit booked, by doctor and clinic, so your team calls before they drift away.
- No-shows and late cancelsTrack vet no-shows and late cancels by day, doctor, and appointment type, and find repeat clients, so you can confirm, overbook, or ask for deposits.
- Estimate to invoice gapsCompare approved vet estimates to final invoices for dentals, surgeries, and hospital stays to find items that were done but never charged.
- Expiring pharmacy inventoryFlag vet pharmacy items near expiry, overstocked SKUs, and slow movers by clinic, so you can use, transfer, or return them before writing them off.
- Distributor price increasesCompare distributor invoice costs to the prices in your vet practice software and flag items where your markup has quietly shrunk.
- Wellness plan lapsesFlag vet wellness plan members with failed payments, expired cards, or unused visits before the plan quietly cancels.
- Underbooked doctor timeFind vet doctor schedules with open appointment time in the coming days, by clinic and appointment type, while there is still time to fill them.