Help Center
Plain-language VetOps help for daily clinic work
Manuals, process checklists, computations, and edge-case answers for reception, vets, groomers, cashiers, and clinic admins.
User manuals
Short guides for the tasks staff handle most often.
Add a new client and pet
Use this when a new owner visits, calls, or books for the first time.
- 1.Open Clients and choose Add Client.
- 2.Enter the owner name, phone, email, address, and notes your clinic needs.
- 3.Add the pet under the same client so records, invoices, and reminders stay connected.
- 4.Save before creating the appointment, consultation, grooming booking, or sale.
Book an appointment or walk-in
Use scheduled appointments for planned visits and walk-ins for same-day arrivals.
- 1.Search for the client or pet first to avoid duplicate records.
- 2.Choose the service type, date, time, branch, and assigned team member if known.
- 3.For walk-ins, create the visit from the calendar or queue and continue with intake.
- 4.Update the status when the patient arrives, no-shows, reschedules, or completes the visit.
Complete a consultation
Use SOAP notes to keep medical history clear for the next visit.
- 1.Open the appointment or patient record and start the consultation.
- 2.Record vitals, complaint, findings, assessment, plan, prescriptions, vaccines, and attachments.
- 3.Save a draft if the visit is still in progress.
- 4.Complete the visit only when the notes are final; completed visits are locked to protect the record.
Checkout and print a receipt
Use Billing or POS when the client is ready to pay.
- 1.Select the client, patient, billable services, products, medicine, or grooming items.
- 2.Apply eligible discounts, VAT exemption, or loyalty points before taking payment.
- 3.Confirm the total, payment method, cash tendered, and reference number if needed.
- 4.Save the invoice and print or send the receipt according to clinic policy.
Receive inventory stock
Use inventory batches so stock and expiry dates stay useful.
- 1.Open Inventory and choose the product or medicine.
- 2.Add the received quantity, supplier, cost, selling price, batch number, and expiry date if available.
- 3.Check low-stock and expiry alerts during ordering.
- 4.When items are sold, VetOps deducts the earliest-expiring batch first.
Send SMS reminders
Use SMS when the clinic Android gateway phone is online and has signal/load.
- 1.Keep the Android gateway phone charged, connected, and signed in.
- 2.Confirm the client phone number before sending reminders.
- 3.Check SMS Logs for pending, sent, or failed messages.
- 4.If messages stay pending, check the phone signal, SIM balance, internet connection, and gateway status.
Daily clinic processes
Use these as simple handoff checklists between reception, clinical care, grooming, boarding, cashier, and admin.
Front desk + vet
Walk-in visit
- 1Search or create the client and pet.
- 2Add the walk-in to today's queue.
- 3Record intake and assign the vet.
- 4Complete SOAP notes and prescriptions.
- 5Create the invoice, take payment, print receipt, and schedule follow-up.
Front desk + vet
Returning patient
- 1Search the existing pet record.
- 2Review history, vaccines, prescriptions, and past invoices.
- 3Start the new appointment or consultation.
- 4Update only the new visit details, not old completed notes.
- 5Checkout and set the next reminder if needed.
Reception + groomer
Grooming appointment
- 1Book the grooming service and preferred time.
- 2Confirm pet details, coat notes, add-ons, and client instructions.
- 3Update status from scheduled to in progress to completed.
- 4Add products or services to checkout.
- 5Review grooming reports for daily revenue and completed work.
Reception + kennel staff
Pet hotel stay
- 1Create a reservation with check-in and check-out dates.
- 2Assign room or kennel details when known.
- 3Record feeding, care, and owner notes.
- 4Check the pet out when picked up.
- 5Bill the stay, add extras, and exclude cancelled reservations from revenue review.
Admin or cashier
End-of-day review
- 1Review today's appointments and mark unfinished statuses correctly.
- 2Check invoices, cash, online payments, and references.
- 3Review low-stock items and unusual inventory deductions.
- 4Check failed SMS messages.
- 5Use reports to compare sales, services, grooming, boarding, and activity logs.
Admin
Corrections
- 1Confirm what is wrong before changing anything.
- 2If a consultation is completed, unlock or edit only when clinic policy allows it.
- 3If billing is wrong, keep a clear note and create the corrected transaction according to your clinic process.
- 4Use activity logs when you need to know who changed a record.
Computations in plain language
These are the common totals users ask about during checkout, reports, stock review, and boarding.
VAT-inclusive sale
VATable sales = total / 1.12. VAT = total - VATable sales.
For a ₱1,120 sale, VATable sales are ₱1,000 and VAT is ₱120.
VAT-exempt sale
VetOps removes the included VAT first, then applies eligible discounts to the VAT-exempt amount.
A ₱1,120 VAT-exempt item becomes ₱1,000 before eligible discounts.
Percentage discount
Discount = eligible amount x discount percent.
20% off ₱1,000 gives a ₱200 discount.
Fixed discount
A fixed discount subtracts the exact peso amount and cannot make the invoice negative.
A ₱150 discount on ₱100 is capped so the total becomes ₱0, not negative.
Loyalty points
Redeemed points reduce the bill at ₱1 per point. Earned points are based on the paid total, rounded down.
A paid total of ₱499 earns 49 points.
Cash change
Change = cash tendered - invoice total.
If the total is ₱875 and the client gives ₱1,000, change is ₱125.
Pet hotel nights
Partial-day stays round up to the next whole night for reporting.
A 1.5-day stay counts as 2 nights; cancelled stays are excluded from revenue estimates.
Inventory deduction
FEFO means First Expiry, First Out.
If two vaccine batches exist, VetOps deducts from the batch expiring sooner first.
Edge-case answers
Short answers for the situations that slow teams down.
- What if the client has no appointment?
- Use a walk-in visit. Search first, then create the client or pet only if no existing record appears.
- What if one owner has many pets?
- Keep one client profile and add each pet under that owner. This keeps billing, reminders, and history organized.
- What if two client records look duplicated?
- Do not create another duplicate. Use the most complete record for new work and ask an admin to clean up old records.
- What if the wrong pet was selected?
- Stop before checkout if possible. Move notes or billing to the correct pet only if your clinic process allows it, and leave a clear note.
- What if the internet drops?
- Avoid clicking Save repeatedly. When the connection returns, refresh and check whether the record or invoice already saved before recreating it.
- What if an SMS is pending or failed?
- Check the Android gateway phone, signal, SIM load, internet, battery, and SMS Logs. Pending means VetOps is waiting for the phone to send.
- What if a completed consultation needs editing?
- Completed visits are locked to protect medical records. Ask an admin or veterinarian to follow your clinic correction policy.
- What if stock looks wrong?
- Check recent invoices, batch receiving, returns, and manual stock changes. FEFO can make a different batch decrease than expected.
- What if Senior/PWD or VAT exemption applies?
- Apply it only when the clinic has the required proof and policy approval. VetOps can compute it, but staff still verify eligibility.
- What if a payment reference was typed wrong?
- Add a clear note and ask the responsible admin to correct the payment details according to your clinic process.
Need help with your clinic setup?
Book a walkthrough if you want help configuring services, staff roles, billing rules, SMS reminders, public booking, or reports for your clinic.