VETILOG - COMPLETE USER GUIDE
Version 1.3.2 - Professional SaaS solution for veterinary clinics
VETILOG OVERVIEW
What is Vetilog?
Vetilog is a professional SaaS solution specially designed for complete veterinary clinic management. It is a specialized ERP/CRM that covers all aspects of veterinary activity, accessible from any web browser.
Main Features
Complete and operational solution with 150+ features, 53+ modules and 12/13 functional workflows!
Advanced Medical Management (17 Operational Tabs)
- Complete animal records: Independent Animal entity with owner link
- Smart vaccinations: Automatic plans by species/breed + J-14/J-7/J-3 alerts
- Biological analyses: Complete interface with results and interpretations
- Medical explorations: Radiology, ultrasounds, MRI with image management
- Medical history: Complete allergy and chronic treatment history
- Correspondent network: Specialist veterinarians and partner laboratories
- Medical documents: Digital health records and certificates
- Custom alerts: Vaccination notifications and smart reminders
- Weight curves: History with graphs and critical alerts
Revolutionary Multi-Owner Management
- Main owner switch: Complete system for horses, hunting dogs
- Smart billing: ALWAYS to the defined main owner
- Dedicated interface: "Owners" tab with "Set as main" button
- Auto-categorization: "Multi-owner" badge if 2 or more owners
- Temporal management: Start/end dates, notes and change history
"On-the-Fly" Species/Breeds (Innovative System)
- Dynamic AJAX creation: Free entry then dictionary in 1 click
- Distinctive visual badges: Orange (provisional) vs Green (official)
- Real-time statistics: "Number of animals" column with dynamic count
- Administrator workflow: Secured provisional to official validation
- Breed analytics: Identifying popular breeds for stock management
Professional Animal Categories
- Complete CRUD: Create, read, update, delete
- Automatic detachment: Security when deleting categories
- Dedicated type: Animal category separate from other types
- Admin interface: Complete category management
Integrated Billing and Workflow
- Automatic workflow: Consultation to Billing to Closure
- Professional statuses: Draft, Validated, Invoiced, Closed
- Vaccination billing: 3 modes (direct, consultation, free) + stock
- Bidirectional links: Consultation and Invoice with traceability
Smart Clinic Organization
- Integrated calendar: Individual or group vaccination events
- Monthly planning: Appointment optimization for client savings
- Automatic reminders: Email templates with custom variables
- Veterinary procedures: Complete interface + mass service generation
- Advanced statistics: Geographic, breeds, clinic activity
Complete Statistics Modules
- Complete dashboard: Real-time metrics
- Geographic distribution: Maps and territorial analyses
- Detailed reports: Exports and analyses
- Veterinary accounting: Profession specialized
- Service generation: Mass creation of veterinary procedures
Modern and Intuitive Interface
Vetilog offers an interface adapted to veterinary needs:
- Clear navigation: Quick access to essential functions
- Advanced search: By animal, owner, pathology
- Multi-tab: Complete view from the animal record
- Responsive: Usable on tablet during consultation
OWNER MANAGEMENT
Fundamental Principle
In Vetilog, owners are standard Third Parties. This allows using all native commercial features.
Create a New Owner
Quick Method
Animals then New owner
Fill in the information:
- Last name/First name or Company name
- Complete address: For billing and mailings
- Phone/Email: For reminders and communications
- Payment method: Card, cash, check, transfer
Save
Complete Owner Record
Once created, an owner has 13 integrated tabs:
Vetilog Specific Tabs
- Animals: List of all their animals with statuses
- Consultations: Complete medical history
- Veterinary invoices: Revenue and unpaid
Native Tabs
- Record: Contact details and client information
- Contacts: People to contact (spouse, regular vet)
- Addresses: Main, delivery, billing address
- Orders: Ordered veterinary products
- Invoices: Complete accounting management
- Payments: Payment history and reminders
- Calendar: Scheduled appointments and events
Search and Management
Advanced Search
Menu: Owners
Search criteria:
- Last/First name: Partial search
- City: By location
- Postal code: Geographic area
- Phone: Exact search
- Email: Digital contact
- Status: Active, inactive, prospect
Mass Actions
- Export: Excel/CSV client list
- Mailing: Information campaigns
- Labels: Addresses for mailings
- Statistics: Revenue by client, attendance
ANIMAL MANAGEMENT
Principle: Animal = Patient
In Vetilog, each animal is an independent patient with:
- Its own medical record
- Its care history
- Its vaccination schedule
- Its specifics (allergies, treatments)
Create a New Animal
Method 1: From an Owner
Go to an owner's record
"Animals" tab
"New animal"
Advantage: Owner is pre-selected
Method 2: Direct Creation
Animals then New animal
Select the owner from the list
Complete Animal Information
Identification
- Name: Animal's common name
- Owner: Owner client (billing)
- Species: Dog, Cat, Exotic...
- Breed: Hierarchical list by species
- Sex: M (Male), F (Female), U (Undetermined)
Medical Information
- Date of birth: For age and protocol calculation
- Current weight: Health monitoring
- Identification: Microchip, tattoo
- Color/Coat: Physical description
- Temperament: Behavioral notes
Medical Specifics
- Known allergies: Medications, foods
- Current treatments: Active prescriptions
- Pathologies: Chronic diseases
- Veterinary notes: Important observations
Animal Record: 17 Complete Tabs
Medical Tabs (8 tabs)
Record: General information and identification
Correspondents: Specialist vets, partner labs
History/Treatments: Medical history and chronic treatments
Vaccinations: Vaccination schedule and complete history
Lab work: Blood tests, urine, samples
Explorations: X-rays, ultrasounds, scans
Documents: Health record, certificates, prescriptions
Notes: Clinical notes and private observations
Business Tabs (6 tabs)
Projects: Long-term treatment plans
Calendar: Appointments and scheduled reminders
Categories: Animal classification (breeder, exhibitor)
Consumption: Purchased veterinary products
Payment Methods: How owner pays for care
Partnerships: Breeders, insurance, laboratories
Advanced Tabs (3 tabs)
Margins: Profitability by animal
Notifications: Reminders and automatic alerts
Consultations: Care history and billing
Weight and Vitals Monitoring
Weight Curve
- Regular entry: At each consultation
- Automatic graph: Evolution over time
- Alerts: Abnormal variations
- Comparison: Averages by breed/age
Vital Signs
- Temperature: Normal, fever, hypothermia
- Heart rate: BPM by species
- Respiratory rate: Detailed monitoring
- History: Evolution during consultations
2025 NOVELTIES: VETILOG REVOLUTION
Major discoveries following the complete September 2025 audit
REVOLUTIONARY MULTI-OWNER SYSTEM
Vetilog Innovation: Complete management of animals with multiple owners (horses, hunting dogs, shared custody).
Complete Operational Features
- Main owner switch: Dedicated interface with "Set as main" button
- Smart billing: ALWAYS to the main owner automatically
- Dedicated table: Animal-owner relationship management with main status
- Auto-categorization: "Multi-owner" badge if 2 or more owners
- Temporal management: Start/end dates, history notes
Professional Interface
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Rex (German Shepherd Hunting Dog)
OWNERS
Mr. John Smith | MAIN | [Billing]
Mrs. Claire Martin | Secondary | [Set as Main]
Local Hunting Club | Temporary | [Set as Main]
[Add Owner] [Change History]
Billing: Always directed to Mr. Smith (Main)
Last modification: 03/15/2025 by Dr. Martin
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Supported Real Use Cases
- Racehorses: Owner + Trainer + Rider
- Hunting dogs: Main owner + Club + Partners
- Shared custody: Divorced parents with common pet
- Professional breeding: Breeder + Final owner + Veterinarian
"ON-THE-FLY" SPECIES/BREEDS (Innovative System)
Unique Innovation: Dynamic creation of non-existent species/breeds without blocking workflow.
Revolutionary Operational Workflow
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Example: "Cargo the Snail" (exotic animal)
STEP 1: Free entry accepted
Species: "Mollusks" (absent from dictionary)
Breed: "Burgundy Snail"
Validation successful without error
STEP 2: Enriched record display
Cargo (Mollusks) - Provisional species
"Not used in statistics/filters"
[Create official species] - Admin only
STEP 3: Secured officialization
Admin click - Automatic dictionary addition
Orange badge becomes green "Official species"
Complete statistics/filters integration
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Smart Interface
- Orange badge: Provisional data + user warning
- Green badge: Official data validated by administrator
- Security: Creation buttons reserved for administrators only
- Traceability: History of who creates what and when
REAL-TIME STATISTICS BY BREED
Discovery: Enriched interface with automatic animal count by breed.
Enriched Operational View
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SPECIES AND BREEDS - 2025 Updated View
DOG BREEDS
Breed | Code | Status | Nb Animals
Labrador | LABRADOR | Active | 15 animals
Golden | GOLDEN | Active | 8 animals
German Shep. | SHEPHERD | Active | 12 animals
Rare Breed | RAREBREED | Active | No animal
Mollusks | MOLLUSK | Prov. | 1 animal
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Concrete Business Advantages
- Stock planning: Order products for popular breeds
- Targeted marketing: Specialized Labrador vs Shepherd communications
- Clinic trends: Identify growing/declining breeds
- Strategic pricing: Rates by breeds (large vs small)
COMPLETE CRUD ANIMAL CATEGORIES
Discovery: Complete animal categories administration interface.
Operational CRUD Features
- Create: New categories with dedicated form
- Read: Complete list with statuses and usage
- Update: Pre-filled form editing
- Secured deletion: Automatic detachment of concerned animals
Advanced Security Implemented
- CSRF protection: Security tokens on all actions
- Prior detachment: Animals dissociated before category deletion
- Error handling: Automatic rollback if detachment problem
- Feedback messages: User success/error confirmation
Animal Search and Filters
Simple Search
Menu: Animals
- Animal name: "Rex", "Whiskers"
- Owner name: "Smith"
- Reference: PET2501-00001
Advanced Search
- Species/Breed: All Labradors
- Age: Puppies under 6 months
- Vaccinations: Overdue more than 15 days
- Last consultation: Care recency
- Status: Active, deceased, lost
Pre-built Lists
- Today's vaccinations: Daily schedule
- Overdue reminders: Health monitoring
- Birthdays: Client communication
- Recent emergencies: Post-intervention follow-up
VACCINATION SYSTEM
Vetilog Innovation: Automatic Plans
Vetilog revolutionizes vaccine management with automatic plans that adapt to each animal based on its species, breed, and age.
Vaccination Plan Principle
Pre-Configured Plans
Vetilog includes standard veterinary protocols:
- Standard Puppy Plan: DHPPI + Rabies (8, 12, 16 weeks)
- Standard Kitten Plan: Panleukopenia + Calicivirus + Leukemia
- Exotic Plan: Specialized protocols for rabbits, ferrets
- Breed-specific plans: Genetic adaptations
Automatic Application
Animal creation: Automatic species/breed detection
Age calculation: Eligibility verification (52 weeks or less)
Plan selection: Optimal plan automatically proposed
Schedule generation: Dates calculated from birth
Calendar integration: Appointments automatically created
Age Management and Veterinary Responsibility
52-Week Rule
- Animals 52 weeks or less: Automatic plan application
- Animals over 52 weeks: Mandatory veterinary alert
Older Animals Workflow
If an animal is over 52 weeks AND has a vaccination plan:
Orange banner displayed on vaccinations tab
Explicit message: "Animal too old - Veterinary responsibility"
2 options offered:
- Delete plan: Complete deletion + schedule
- Keep plan: Assumed responsibility + message
Mandatory confirmation: Popup with double validation
Traceability: Action recorded in history
Individual Vaccination Schedule
Timeline View
Each animal has a complete vaccination timeline:
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Rex (Labrador) - Born 01/15/2024
APPLIED VACCINATION PLAN: "Standard Labrador Puppy"
8 wk | 03/15 | DHPPI 1st injection | Dr. Martin | Done
12 wk | 04/12 | DHPPI 2nd injection | Dr. Martin | Done
16 wk | 05/10 | DHPPI 3rd injection | [Scheduled] | To do
20 wk | 06/07 | RABIES first | [Scheduled] | To do
1 yr | 01/15 | DHPPI annual booster | [Scheduled] | To do
1 yr | 01/15 | RABIES annual booster | [Scheduled] | To do
Next vaccination: DHPPI in 12 days (05/10/2024)
Owner reminder: Auto J-7 and J-3
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Color Codes
- Green: Vaccination completed
- Blue: Vaccination scheduled
- Orange: 1-30 days overdue
- Red: Over 30 days overdue
INNOVATION: Global Monthly Planning
Revolutionary Principle
Instead of scheduling each vaccination individually, Vetilog offers global monthly planning that groups multiple vaccinations into a single appointment.
Client and Veterinarian Advantages
- One trip instead of 3-4
- Multiple consultation fee savings
- Less stress for the animal
- Schedule optimization
- Grouped vaccine preparation
- Consultation time savings
Smart Operation
1. Automatic Detection
Vetilog automatically analyzes:
- All vaccinations scheduled within the month
- Compatibility between vaccines
- Optimal age for multiple injections
2. Optimal Date Calculation
The algorithm calculates:
- Deadline median: Balanced date
- Medical constraints: Minimum intervals respected
- Calendar availability: Free clinic slots
3. User Interface
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GLOBAL MONTHLY PLANNING AVAILABLE
Groupable vaccinations for Rex (Labrador):
DHPPI 3rd injection | Scheduled 05/10/2024
RABIES first injection | Scheduled 06/07/2024
Seasonal DEWORMING | Scheduled 05/15/2024
ESTIMATED SAVINGS:
- Client: 2 avoided consultations = 100EUR saved
- Clinic: 1h30 optimized time
- Animal: Reduced stress (1 visit instead of 3)
Calculated optimal date: May 15, 2024 (median)
Proposed slot: 2:30 PM - 3:15 PM
[CREATE GROUP APPOINTMENT] [Cancel]
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4. Enriched Appointment
The created appointment contains:
- Explicit title: "Grouped vaccinations - Rex (3 vaccines)"
- Detailed description: List of vaccines and savings
- Adapted duration: 45 minutes instead of 15
- Preparation: Notes for assistant (vaccines to prepare)
Automatic Reminders
Automatic Emails
- J-14: "Vaccination scheduled in 2 weeks"
- J-7: "Reminder: [Animal] vaccination in 1 week"
- J-3: "Final reminder: Vaccination in 3 days"
- J+7: "Missed vaccination - Reschedule?"
SMS (if module activated)
- J-3: "Rex - DHPPI vaccination Tuesday 2 PM. Confirm?"
- J-1: "Reminder appt Rex tomorrow 2 PM at Dr Martin"
Customizable Templates
Each template can be adapted:
- Clinic name and contact details
- Treating veterinarian name
- Vaccination details (type, importance)
- Special instructions (fasting, deworming)
Vaccination Plan Administration
Plan Management
Menu: Configuration then Vaccination plans
Complete management interface:
- Create new plan: Custom protocol
- Edit existing plan: Protocol adaptation
- Duplicate plan: Base for variant
- Activate/Deactivate: Seasonal management
Custom Plan Creation
General information:
- Plan name: "Canine Breeding Protocol"
- Description: Medical details
- Target species: One or all
- Target breed: Specific or generic
Vaccination calendar:
- Age in weeks: 8, 12, 16, 20
- Vaccine type: DHPPI, RABIES, LEUKO
- Mandatory/Recommended
- Special notes: Particular instructions
Application constraints:
- Minimum age: 6 weeks
- Maximum age: 52 weeks
- Season: Year-round / Specific
Vaccination Statistics
- Coverage rate: % up-to-date animals
- Delays by type: DHPPI, RABIES, LEUKO
- Performance: Vaccinations/month
- Planning savings: Grouped appointments
VETERINARY CONSULTATIONS
Complete Consultation Workflow
Vetilog implements a complete professional workflow from consultation to billing, with 4 distinct statuses.
Consultation Statuses
1. DRAFT - Status 0
- Consultation creation: Information entered progressively
- Free modifications: Add exams, diagnoses, prescriptions
- No billing: Consultation not medically validated
- Possible actions: Edit, Validate, Delete
2. VALIDATED - Status 1
- Medical validation: Mandatory veterinary signature
- Frozen record: No more medical content modifications
- Ready for billing: Move to commercial stage
- Possible actions: Invoice, Close
3. INVOICED - Status 2
- Invoice generated: Automatic link to invoice
- Awaiting payment: Consultation done, collection pending
- Traceability: Invoice reference kept
- Possible actions: Close (after payment)
4. CLOSED - Status 3
- Process complete: Consultation paid and archived
- Complete history: Medico-legal conservation
- Statistics: Revenue included
- Possible actions: View only
Create a New Consultation
Access from Animal
Go to an animal's record
"Consultations" tab
"New consultation"
Advantage: Animal and owner pre-filled
Direct Creation
Consultations then New consultation
Select animal from list
Owner filled automatically
Complete Consultation Entry
Identification
- Animal: Concerned patient (medical record link)
- Owner: Billing client (automatic from animal)
- Consultation date: Date and time of intervention
- Veterinarian: Responsible practitioner
- Consultation type: Vaccination, Emergency, Checkup, Surgery
Clinical Examination
- Main reason: Consultation reason
- History: Recent history reported by owner
- General exam: General condition, behavior
- Vital signs:
- Body temperature
- Heart rate
- Respiratory rate
- Current weight
Additional Exams
- Exams performed: Radiology, ultrasound, samples
- Results: Direct entry or lab import
- Images: X-ray uploads, lesion photos
- Analyses: Biochemistry, hematology, parasitology
Diagnosis and Prescription
- Main diagnosis: Identified pathology
- Secondary diagnoses: Complications, comorbidities
- Medication prescription:
- Prescribed medication
- Dosage: dose, frequency, duration
- Instructions: with meal, fasting
- Recommendations: Owner advice
Follow-up
- Next appointment: Checkup date if needed
- Vaccination reminders: Schedule update
- Recommendations: Home care
- Emergency if: Warning signs
Integrated Billing Workflow
Automatic Process
VALIDATED consultation: Ready for billing
Click "Invoice": Automatic invoice generation
Pre-filled invoice:
- Consultation line: Veterinary procedure price
- Product lines: Dispensed medications
- VAT: Automatic calculation per regulations
INVOICED status: Consultation and invoice link
After payment: Move to CLOSED status
Flexible Pricing
- Consultation price: By procedure type (consultation, emergency, surgery)
- Associated products: Dispensed medications, vaccines
- Surcharges: Night, weekend, emergency
- Discounts: Loyalty, multiple animals, social
Professional Invoice
The generated invoice contains:
- Clinic header: Contact details, registration, VAT
- Client: Owner with billing address
- Concerned animal: Name, species, identification
- Procedure detail: Precise intervention description
- Medications: Dispensed products with dosage
- Legal mentions: Veterinary obligations
Mobile Consultation Interface
Responsive Design
- 10" Tablet: Optimized consultation interface
- Touch navigation: Enlarged buttons, smooth scrolling
- Quick entry: Essential fields highlighted
- Offline: Deferred sync if unstable connection
Express Consultation
Quick consultation mode:
- Pre-defined templates: Vaccination, Dental cleaning, Spaying
- Minimal entry: 3-4 fields only
- Auto-completion: Suggestions based on history
- Immediate billing: Validation + billing in 1 click
History and Search
Advanced Consultation Search
Menu: Consultations
Available criteria:
- Animal: Name or reference
- Owner: Client name
- Period: Start/end date
- Veterinarian: Practitioner
- Consultation type: Vaccination, Emergency, etc.
- Status: Draft, Validated, Invoiced, Closed
- Amount: Price range
Pre-built Lists
- Today's consultations: Daily schedule
- Awaiting billing: VALIDATED status
- Unpaid: INVOICED status not settled
- Recent emergencies: Post-intervention follow-up
- Checkups to schedule: Programmed reminders
Consultation Statistics
- Revenue by period: Day, week, month, year
- Type distribution: Vaccination 40%, Consultation 35%, Emergency 25%
- Veterinarian performance: Number of procedures, average revenue
- Followed animals: Consultation frequency
- Activity evolution: Trends and seasonality
BILLING AND PAYMENTS
Native Integration
Vetilog uses a native billing system, ensuring accounting compliance and compatibility with management software.
Billing Process from Consultation
1. Automatic Generation
From a VALIDATED consultation:
Click "Invoice": Launches automatic process
Smart pre-fill:
- Client: Animal owner
- Date: Consultation date
- Due date: According to client terms
Invoice lines:
- Line 1: Veterinary procedure (service)
- Following lines: Dispensed products (medications)
2. Professional Pricing
- Veterinary procedures: Conventional rate base
- Surcharges: Night (+50%), Weekend (+30%), Emergency (+100%)
- Products: Recommended retail price + clinic margin
- VAT: 20% standard or 10% per regulations
3. Validation and Sending
- Review: Price/discount adjustments possible
- Validation: Definitive invoice numbering
- Automatic sending: Client email with PDF
- Accounting: Automatic entry if Accounting module
Clinic Payment Methods
In-Clinic Payment
- Cash: Immediate collection
- Bank card: Integrated POS terminal
- Check: With possible guarantee
- Client account: Prepaid balance debit
Digital Payment
- Bank transfer: Automatic bank details on invoice
- PayPal: Secure link (if module activated)
- Direct debit: SEPA mandate for regular clients
- 3D Secure card: Secure online payment
Payment Facilities
- Payment plan: 3, 6, 12 months depending on amount
- Client account: Running credit/debit
- Discounts: Loyalty, multiple animals, social
- Insurance: Direct insurer third-party payment
Quotes and Preventive Billing
Intervention Quotes
For surgeries, expensive care:
Quote creation: From consultation or directly
Intervention detail:
- Main procedure: Spaying, dental cleaning
- Anesthesia: Products and monitoring
- Medications: Post-operative
- Hospitalization: If necessary
Options: Recommended additional exams
Client validation: Mandatory signature
Transformation: Quote to Invoice after intervention
Quote Templates
Pre-configured standard quotes:
- Dog spaying: 150-250 EUR depending on weight
- Dental cleaning: 80-120 EUR depending on condition
- Tooth extraction: 50 EUR/tooth
- X-ray: 40 EUR/image
- Blood tests: 35 EUR standard, 65 EUR complete
Unpaid and Reminder Management
Accounting Tracking
Menu: Billing then Unpaid
Dashboards:
- Overdue invoices: Unpaid after due date
- Client delays: Payment history
- Amounts: Total clinic receivables
- Age: 30d, 60d, 90d, +90d
Automatic Reminders
Scheduled process:
- J+7: Friendly email reminder
- J+15: Firm letter reminder
- J+30: Formal notice registered mail
- J+45: Collection procedure
Corrective Actions
- Credit suspension: Cash payment imposed
- Payment plan: Installment negotiation
- Commercial discount: Loyalty gesture
- Collections transfer: Specialized firm
Accounting and Analytics
Financial Reporting
- Monthly/annual revenue: Revenue evolution
- Margin by procedure type: Consultation/surgery profitability
- Client distribution: 20/80 Pareto
- Seasonality: Period variations (spring vaccinations)
- Comparisons: N vs N-1, budget forecast
Accounting Interface
- FEC export: Accounting Entries File
- Accountant link: Automatic synchronization
- VAT: Assisted declaration
- Fixed assets: Clinic medical equipment
Key Clinic Indicators
- Average basket: Standard consultation price
- Client frequency: Number of visits/year/animal
- Retention: Customer retention rate
- Profitability: Margin vs clinic expenses
PLANNING AND ORGANIZATION
Integrated Veterinary Calendar
Vetilog integrates perfectly with a professional calendar, benefiting from all its advanced features.
Veterinary Appointment Types
Standard Consultations
- Vaccination: 15 minutes - vaccine preparation
- Consultation: 20 minutes - clinical exam
- Checkup: 10 minutes - evolution follow-up
- Spaying: 45 minutes - minor surgery
Special Interventions
- Emergency: Reserved slots 24/7
- Surgery: 2-4h blocks depending on intervention
- Hospitalization: Daily animal monitoring
- Euthanasia: Special slots + family time
Travel
- Home visit: Animals difficult to transport
- Breeding: Multiple interventions
- Farm: Rural medicine
- Field emergency: Accidents, illnesses
Smart Planning
Automatic Optimization
Vetilog offers:
- Optimal slots: By animal/intervention type
- Geographic grouping: Same area visits same day
- Equipment preparation: Vaccine/instrument alerts
- Staff adaptation: Assistant per intervention
Express Planning
From animal record:
Click "Quick appt"
Intervention type: List selection
Urgency: Normal, Priority, Emergency
Proposals: 3 optimal slots
Validation: Automatic client confirmation
Reminders and Notifications
Automatic Client Reminders
- J-7: Appointment confirmation by email
- J-1: SMS reminder (if module activated)
- J-0 morning: Day's appointment reminder
- Changes: Immediate modification notification
Veterinary Alerts
- Preparation: Vaccines to remove from fridge 1h before
- Equipment: Special instruments to prepare
- Record: Medical history to review
- Post-op: Scheduled checkups
Push Notifications
- Emergencies: Immediate alert all channels
- Client delays: Real-time notification
- Cancellations: Automatic slot release
- Vaccination reminders: Overdue animals
Room and Resource Management
Clinic Spaces
- Consultation room 1: Standard consultations
- Consultation room 2: Fearful/aggressive animals
- Surgical suite: Sterile interventions
- Recovery room: Post-anesthesia
- Hospitalization: Monitoring boxes
Medical Equipment
- Ultrasound: Imaging exam scheduling
- Radiology: Lead protection slots
- Anesthesia: Multi-patient monitoring
- Laboratory: Urgent analyses
- Sterilization: Instrument cycles
Veterinary Team
- Dr. Martin: Surgery, internal medicine
- Dr. Durand: Dermatology, ophthalmology
- Assistant 1: Consultations, vaccinations
- Assistant 2: Surgery, hospitalization
- Secretary: Reception, front desk, billing
Planning Statistics
Time Analysis
- Occupancy rate: % slots used
- Average time: Actual vs planned duration
- Delays: Day organization impact
- Emergencies: Planning disruption frequency
Planning Profitability
- Revenue per slot: Pricing optimization
- Hourly cost: Expenses vs revenue
- Seasonality: Period staff adaptation
- Efficiency: Number of procedures/hour per vet
Identified Optimizations
- Short slots: Grouped vaccinations
- Long blocks: Multiple surgeries same day
- Travel: Optimized routes
- Staff: Workload adaptation
STATISTICS AND REPORTS
Veterinary Dashboards
Vetilog offers specialized indicators for veterinary clinic management.
Financial Analysis
Revenue
- Monthly revenue: Evolution and trends
- Revenue by vet: Individual performance
- Revenue by procedure type: Consultation 40%, Surgery 35%, Vaccination 25%
- Seasonality: Spring vaccinations, summer emergencies
- N vs N-1 comparison: Activity growth
Profitability
- Margin per consultation: Price - direct costs
- Profitability per animal: Cumulative revenue - expenses
- Client acquisition cost: Marketing/new clients
- Client lifetime value: Projected revenue over animal life
- Break-even point: Monthly profitability threshold
Key Performance Indicators (KPI)
- Average basket: 65 EUR standard consultation
- Conversion rate: Quotes to Invoices
- Payment delay: 15d clinic average
- Unpaid: Less than 2% revenue (professional target)
- Retention: 85% clients return year N+1
Medical Analysis
Care Activity
- Number of consultations: /day, /week, /month
- Pathology distribution: Top 10 consultation reasons
- Vaccinations: Coverage rate, delays
- Emergencies: Frequency, types, outcomes
- Surgeries: Number, types, complications
Medical Quality
- Cure rate: By pathology
- Complications: Post-operative, medication
- Client satisfaction: Surveys, complaints
- Vaccination compliance: Protocol adherence
- Consultation time: Average by procedure type
Preventive vs Curative
- Vaccinations: 30% activity - Preventive
- Illness consultations: 45% - Curative
- Scheduled surgery: 15% - Preventive/Curative
- Emergencies: 10% - Pure Curative
Client Analysis
Client Segmentation
- New clients: Monthly acquisition
- Loyal clients: Over 3 years
- Occasional clients: Less than 1 visit/year
- Big clients: Over 500 EUR/year (breeders, multi-animal)
- At-risk clients: Unpaid, dissatisfaction
Animal Portfolio
- Species distribution: 65% dogs, 30% cats, 5% exotic
- Age pyramid: Puppies/kittens, adults, seniors
- Popular breeds: Top 10 by species
- New animals: Monthly registrations
- Deaths/Disappearances: Natural turnover
Geographic Analysis
- Catchment area: 15km around clinic
- Main municipalities: 80% clients
- Competition: Local market shares
- Mobility: Average travel distance
- Development: Under-exploited areas
Periodic Reports
Monthly Report
Automatic summary:
- Achieved revenue vs target
- Number of consultations and evolution
- Top 5 pathologies of the month
- New clients acquired
- Vaccination: Treated animals
- Alerts: Unpaid, vaccination delays
Quarterly Report
Trend analysis:
- Activity evolution 3-month rolling
- Seasonality observed vs expected
- Performance by veterinarian
- Client satisfaction: Surveys, complaints
- Competition: Market share evolution
- Investments: Medical equipment ROI
Annual Report
Complete review:
- Annual revenue and growth
- Clinic profitability
- Medical quality: Indicators
- Client evolution: Acquisition/retention
- Benchmark: Comparison with other clinics
- Outlook: Year N+1 objectives
Regulatory Reports
Legal Obligations
- Vaccination register: Official traceability
- Mortality declarations: Protected species
- Pharmacovigilance: Adverse effects
- Inspections: Health control preparation
- Continuing education: Validated hours
Health Reports
- Reportable diseases: Mandatory notification
- Epidemiosurveillance: Network participation
- Antibiotic resistance: Antibiotic usage
- Animal welfare: Regulatory compliance
- Medication traceability: Mandatory register
Exports and Integrations
Export Formats
- Excel: Custom analyses
- PDF: Official reports
- CSV: Other software import
- JSON: Third-party APIs
- XML: Interoperability standards
Software Integrations
- Accounting: Accountant
- Insurance: Automatic third-party payment
- Laboratories: Analysis results
- Pharmacies: Automated orders
- Veterinary networks: Anonymized data sharing
ADVANCED ADMINISTRATION
Vetilog Module Configuration
Vetilog offers many customization options to adapt to your clinic's specificities.
General Settings
Clinic Information
Menu: Configuration then General settings
- Clinic name: "Dr Martin Veterinary Clinic"
- Legal form: LLC, Partnership, Professional Corp
- Registration number: Official identification
- Activity code: 7500Z - Veterinary activities
- VAT number: If applicable
- Liability insurance: Professional liability policy
Complete Contact Details
- Address: Street, postal code, city
- Phone: Clinic main line
- Emergencies: 24/7 emergency number
- Email: General contact
- Website: Clinic URL if existing
- Social media: Professional Facebook, Instagram
Opening Hours
- Monday-Friday: 8:30 AM-12 PM / 2 PM-7 PM
- Saturday: 8:30 AM-12 PM / 2 PM-5 PM
- Sunday: Emergencies only
- Holidays: Special schedule
- Vacations: Annual planning
Numbering and References
Numbering Masks
Menu: Configuration then Numbering
Reference customization:
- Animals: PET{yy}{mm}-{00000}
gives PET2501-00001
- Consultations: CONS{yy}{mm}-{00000}
gives CONS2501-00001
- Invoices: Standard system
- Quotes: QUO{yy}{mm}-{00000}
gives QUO2501-00001
Advanced Options
- Counter per entity: Multi-clinic
- Reset: Annual/Monthly
- Custom prefixes: By veterinarian
- Suffixes: By consultation type
Veterinary Team Management
User Profiles
- Lead veterinarian: All rights + administration
- Associate veterinarian: Care + consultations
- Veterinary assistant: Vaccinations + preparation
- Secretary: Reception + billing
- Intern: Read only + training
Granular Permissions
`
ANIMALS
Read | View animal records
Create | New animal
Edit | Update information
Delete | Delete animal (caution)
CONSULTATIONS
Read | View medical history
Create | New consultation
Validate | Validate medical procedure
Invoice | Generate invoices
Delete | Delete consultation
``
Sector Assignment
- Dr Martin: Dogs, Surgery, Emergencies
- Dr Durand: Cats, Dermatology, Exotic
- Assistant 1: Vaccinations, Simple consultations
- Assistant 2: Hospitalization, Post-op
Custom Dictionaries
Species and Breeds
Menu: Configuration then Dictionaries
Expandable database:
- Dogs: 150+ referenced breeds
- Cats: 40+ official breeds
- Exotic: Rabbits, Ferrets, Birds, Reptiles
- Exotics: Primates, Wildlife
- Custom: Local breeds, crossbreeds
Vaccination Types
- Dogs: DHPPI, RABIES, LEUKO, PIRO, KC
- Cats: PANLEUK, CALICI, LEUKEMIA, RABIES
- Rabbits: MYXOMATOSIS, VHD
- Ferrets: CDV, RABIES
- New vaccines: Regular updates
Consultation Types
- Preventive: Vaccination, Health checkup
- Curative: Illness, Injury
- Surgery: Scheduled, Emergency
- Specialized: Cardiology, Dermatology
- Hospitalization: Monitoring, Post-op
Email Templates
Automatic Messages
Menu: Configuration then Emails then Templates
Pre-configured templates:
- Appointment confirmation: Appointment validation
- Vaccination reminder: 7 days before due date
- Analysis results: Lab results sending
- Invoice: Automatic sending after consultation
- Payment reminder: Unpaid with tact
Advanced Customization
- Clinic logo: Email header
- Signatures: By veterinarian
- Dynamic variables: Animal name, owner, appointment
- Conditions: Sending by criteria
- Multilingual: French/English per client
Backups and Security
Backup Strategy
- Daily automatic: 3 AM
- Incremental: Modified data only
- Weekly complete: Saturday evening
- Monthly archive: 24-month retention
- Secure cloud: Off-site replication
Data Security
- Encryption: AES 256 bits
- Named access: Each user identified
- Complete logs: All action traceability
- GDPR compliant: European regulation compliance
- Security audit: Annual review
Continuity Plan
- Backup server: Automatic failover
- Critical data: RTO under 4h, RPO under 1h
- Regular tests: Monthly restoration
- Documentation: Updated procedures
- Team training: Crisis management
Maintenance and Updates
Automatic Updates
- Notifications: New versions available
- Changelog: Improvement details
- Scheduling: Off-hours installation
- Rollback: Previous version return if problem
- Testing: Separate environment before production
Technical Support
- Documentation: Complete online wiki
- Community forum: 24/7 user help
- Email support: Response under 24h business
- Phone assistance: Critical emergencies
- Training: Personalized sessions
FAQ AND SUPPORT
Frequent Technical Questions
How to migrate from another veterinary software?
Answer: Vetilog offers several migration tools:
CSV Import: Client and animal data
- Download Vetilog Excel template
- Export old software data
- Column mapping and guided import
Migration API: For compatible software
- Direct connection between systems
- Automatic data transfer
- Post-migration integrity verification
Manual migration: Progressive entry
- New clients in Vetilog
- Old history in consultation
- Temporary dual system possible
Advice: Plan migration outside busy periods (avoid vaccination season).
Does Vetilog work offline?
Answer: Vetilog requires internet connection for optimal operation:
- Consultation: Temporary offline possible (emergency mode)
- Synchronization: Automatic upon reconnection
- Field tablet: Degraded mode for home visits
- Local backup: 24h cache of critical data
Solution: 4G connection or mobile hotspot for travel.
Can I use Vetilog on tablet/smartphone?
Answer: Responsive compatible interface:
- 10" Tablet: Optimal consultation experience
- Smartphone: Emergency consultation, calendar
- Touch navigation: Gesture optimized
- Applications: Installable webapp (PWA)
Recommendation: Tablet minimum for comfortable entry.
How to manage multiple clinics with Vetilog?
Answer: Native multi-entity solution:
- Entity per clinic: Complete data isolation
- Shared users: Multi-clinic access
- Centralized billing: Or separated by choice
- Global statistics: Consolidated group view
Advantage: Single subscription for multiple sites.
Commercial Questions
What is the cost of Vetilog?
Answer: Vetilog offers adapted plans:
- Free Plan: To get started
- XS Solo Plan: Independent veterinarian
- S Cabinet Plan: Small clinic
- M Pro Plan: Medium clinic
- L Clinic Plan: Veterinary clinic
Check our prices at vetilog.com/pricing
Are there hidden fees?
Answer: Total transparency:
- Hosting: Included in subscription
- Backups: Included
- Updates: Free
- Support: Included per plan
Comparison: Much cheaper than proprietary solutions.
Is Vetilog suitable for large clinics?
Answer: Proven scalability:
- Multi-veterinarian: Unlimited team management
- High availability: 99.9% uptime
- Performance: Thousands of animals without slowdown
- Integrations: APIs for business software
References: 5-10 veterinarian clinics already equipped.
Regulatory Questions
Is Vetilog GDPR compliant?
Answer: Complete compliance guaranteed:
- Consent: Client opt-in/opt-out management
- Portability: Standard format data export
- Deletion: Right to be forgotten respected
- Encryption: Protected personal data
- Audit: Complete traceability logs
Certification: GDPR specialist lawyer validation.
Is data secure?
Answer: Bank-level security:
- Encryption: AES 256 transit and storage
- Authentication: 2FA available
- Hosting: ISO 27001 certified datacenters
- Backups: Geolocated, encrypted
- Access: Complete named logs
Auditors: Semi-annual security reviews.
Can I export my data to change software?
Answer: Guaranteed portability:
- Standard formats: CSV, XML, JSON
- Complete database: Animals, consultations, invoices
- Documentation: Data structure provided
- Assistance: Outgoing migration support
- No lock-in: Total user freedom
Philosophy: Your data belongs to you.
Training and Support
What training is needed?
Answer: Progressive training offered:
- Self-training: Complete online documentation
- Video tutorials: Concrete use cases
- Initial training: 1 day clinic for startup
- Advanced training: Expert features
- Ongoing support: Unlimited Q&A
Approach: Business training adapted to veterinarians.
What support in case of problem?
Answer: Responsive multi-channel support:
- Documentation: 200+ pages detailed wiki
- Community forum: 24/7 mutual help
- Email support: Response under 4h business
- Hotline: Critical emergencies only
- Maintenance: Preventive and curative
Commitment: 95% problem resolution under 24h.
Support Contacts
Online Resources
- Website: vetilog.com
- Documentation: vetilog.com/documentation
- Pricing: vetilog.com/pricing
Direct Support
- Support email: support@vetilog.com
- Commercial email: contact@vetilog.com
- Form: vetilog.com/contact
CONCLUSION
Vetilog: The Future of Veterinary Management
Vetilog represents a revolution in veterinary clinic management, combining the robustness of a professional ERP with deep business specialization.
Unique Strengths
Innovative Architecture
- Independent animal: Unlike competing solutions
- Native integration: Intelligently reused modules
- Scalability: From individual clinic to multi-site group
- Evolvability: Open and modular platform
Veterinary Expertise
- Automatic vaccination plans: Unique Vetilog innovation
- Global monthly planning: Revolutionary optimization
- Consultation to billing workflow: Integrated business process
- Age responsibility management: Deontological compliance
Fair Business Model
- Accessible SaaS: No heavy initial investment
- Transparent costs: No hidden licenses
- Quick ROI: Immediate productivity gains
- Professional support: When you need it
2025-2030 Vision
Community Goals
- 1000 clinics using Vetilog by 2027
- European network: France to Europe expansion
- Business standards: Veterinary management reference
- Continuous innovation: AI, telemedicine, IoT
Planned Innovations
- Artificial intelligence: Diagnostic help, recommendations
- Telemedicine: Remote consultations
- Veterinary IoT: Connected animal sensors
- Blockchain: Medication traceability, certificates
Societal Impact
- Animal health: Better monitoring, reinforced prevention
- Welfare: Reduced consultation stress
- Savings: Care pooling, optimization
- Training: Veterinarian educational platform
Join the Vetilog Revolution
Vetilog is not just software, it's a community of veterinarians who believe in innovation and collaboration.
Become an Agent of Change
- Adopt Vetilog: Modernize your clinic
- Share experience: Enrich the community
- Propose improvements: Influence roadmap
- Train colleagues: Multiply impact
Vetilog Commitment
We are committed to maintaining Vetilog as the most innovative, accessible, and adapted veterinary solution to practitioners' real needs.
Vetilog - Your Intelligent Veterinary Clinic
This documentation will be regularly updated. Latest version: December 2025
For any question: contact@vetilog.com
Vetilog is developed with passion for the veterinary community worldwide