CRM and business software · Pet Services
CRM for Veterinary Clinics
Owners, their pets, vaccine due dates, estimates and consent forms in one system — so the front desk stops digging through sticky notes while the phone rings.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
A clinic's day starts with a jammed phone: appointment requests, refill requests, an owner asking whether the dog may eat before surgery. Spring brings puppies, kittens and the tick season; the rest of the year runs on vaccines and rechecks that come due one owner at a time. When reminders depend on someone's memory and a dental estimate is handed over on paper, the pet misses its care and the clinic misses the visit.
The problem
Vaccine due dates pass because reminder calls depend on a free minute at the desk.
In Kompot.ai
Each pet's next vaccine date is a date field on the owner's record. Ahead of that date a scheduled workflow writes to the owner with a link to book, and owners who still have no appointment show up as tasks for the front desk.
The problem
A dental or surgery estimate is printed at the exam and never heard of again.
In Kompot.ai
The estimate is put together from your fee list — anesthesia, extractions, hospital stay — and sent to the owner. The record shows the moment the owner opens it and the moment they approve; the approved estimate turns into an invoice, and a deposit taken at the desk is recorded on it as a partial payment.
The problem
A promise to call the owner once the bloodwork is back gets forgotten.
In Kompot.ai
Create a task on the owner's record with the veterinarian as assignee and a due date. Overdue callbacks are listed per person, so the practice manager sees which owners are still waiting for results.
The problem
Prescription refill requests arrive by phone, text and chat and get lost.
In Kompot.ai
Wherever the request comes from, it ends up in the same conversation with that owner. The front desk turns a refill request into a task for the veterinarian and answers with a saved reply, so the owner knows the request is with the doctor.
The problem
Anesthesia consent is signed in a rush at the counter during morning drop-off.
In Kompot.ai
The consent is a document template with the pet's name and the procedure merged in. The owner gets the link the evening before, or scans a QR code at drop-off; both owners can sign, and the PDF is kept on the record.
How one order runs
From a worried owner's call to a paid visit
The owner calls or writes
A recording and a transcript of the call are saved. A new number becomes a contact, and the front desk adds the pet to its fields: name, species, breed, date of birth.
The appointment is set
A wellness visit is picked by the owner on the booking page; a sick pet is booked in by the front desk. Both show on the clinic's shared calendar.
Estimate and consent
If the exam leads to a procedure, the owner receives an estimate to approve and a consent form to sign before the pet is admitted.
Checkout and next due date
The invoice is paid at the desk or through a payment link. The next vaccine or recheck date goes into the pet's fields and drives the reminder.
What you keep on record
- Pets in the household
- Name, species, breed, sex, date of birth and microchip number of each animal, as custom fields on the owner.
- Vaccine and recheck dates
- The next due date for each pet, kept as date fields that a scheduled workflow uses for reminders.
- Estimates and consents
- Approved estimates for dentals and surgeries and signed consent forms, stored on the owner's record.
- Exam fees and procedures
- Exams, vaccines, dental cleaning, spay and neuter, lab work and boarding in your price list.
Digital employees · Full Service plan
Where an AI employee steps in for Veterinary Clinics
The moment
An owner calls at night: the dog has eaten something it should not have.
The voice agent takes the owner's name, the pet and what happened, and follows your instructions: it transfers the call to the veterinarian on call or gives the emergency hospital's number. A transcript and summary wait for the morning team.
The moment
An owner texts to ask when the cat's next vaccine is due.
The AI employee looks up the owner's record, reads the due date from the pet's fields and answers. It sends the booking link, and if the date is missing it creates a task for the front desk.
The moment
An owner messages asking for more of a long-term medication.
The AI employee approves nothing itself. It notes the pet and the medication, creates a task for the veterinarian and tells the owner the clinic will confirm once the doctor has looked at the request.
Questions owners ask
- Can one owner have several pets on the same record?
- Yes. The owner is the contact, and each pet gets its own group of custom fields: name, species, breed, date of birth, next vaccine date. Visits, estimates, invoices and messages for all of them are in one history.
- How do vaccine and recheck reminders reach owners?
- A scheduled workflow checks the due dates and sends an email, an SMS or a WhatsApp message with your booking link. For owners who do not respond it can create a task, so someone calls before the vaccine lapses.
- Can owners approve a surgery estimate and pay a deposit online?
- Yes. The owner opens the estimate on their phone and approves it there. A surgery deposit paid online is a separate invoice with its own payment link, and the invoice for the balance is settled when the pet goes home.
- Can the phone be answered when the clinic is closed?
- On the Full Service plan a voice agent answers at any hour following your instructions and can transfer urgent calls to the doctor on call. Each call is recorded and transcribed, and a workflow can create a task for the morning shift.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
Related industries
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