AI for veterinary clinics · Sydney

AI for veterinary clinics: the admin handled before close

In most vet clinics the consults run to time and the admin runs late. Estimates written up between patients, reminders that miss half the clients, supplier invoices reconciled at the end of a twelve-hour day. I help clinics turning over one to ten million take that load off, privately, one small step at a time, using the systems you already run.

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Where a clinic’s week actually goes

A busy clinic generates paperwork all day. An estimate for a dental or a surgery that has to be written, explained and agreed before admission, discharge instructions, referral letters to specialists, insurance claim forms for owners, and a pharmacy and consumables bill that is one of the largest costs in the business and checked by hand.

Then come the reminders that keep the clinic full, the roster that has to cover after-hours and weekends, and the monthly numbers the owners want. None of it is clinical. It is reading, matching, drafting and reminding, which is exactly what AI is now good at, with a person checking the result. I work on the back office only. Diagnosis and treatment stay with your vets and nurses.

This is not a new practice system. You keep ezyVet or RxWorks, your wholesaler accounts, Xero and your shared drive. The job is to connect AI to what you already run, so the admin is drafted for your team and they check it instead of writing it.

What I’d take off your plate first

Usually ezyVet or RxWorks for the practice, wholesaler portals for pharmacy and consumables, Xero for the books, and Microsoft 365 or Google Workspace for everything else. I connect AI to those, rather than asking you to replace them.

Estimates and consent paperwork

The procedure and line items from the practice system turned into a clear estimate and explanation for the owner in your template, ready for the nurse or receptionist to check and send before admission.

Reminders that bring clients back

Vaccination, dental and health check reminders drafted from the practice system in your clinic’s voice, with a weekly list of overdue patients worth a personal call.

Pharmacy and supplier invoices

Wholesaler, pharmacy and consumables invoices read, checked against what was ordered and received, and coded before they reach Xero. Price increases, short deliveries and duplicates flagged with the query drafted.

Referral and insurance correspondence

Referral letters to specialists and pet insurance claim paperwork prepared from the record and invoice, so the vet only adds and confirms the clinical detail.

Rostering across shifts and after-hours

Vet and nurse availability, leave, weekend and after-hours cover tracked in one place, with the next roster drafted for the practice manager to adjust and approve.

Clinic reporting

Revenue per vet, reminder compliance, stock on hand and debtors turned into a one-page monthly report with a sentence on what moved, without an afternoon of exports.

And the admin every office has

The same work turns up in every clinic: email, spreadsheets, documents, and a Microsoft or Google setup that grew without a plan.

Invoicing and accounts payable

Supplier bills read, coded and matched to the order or the job before they reach Xero or MYOB. Mismatches drafted into an email for someone to approve. Overdue invoices chased politely, on a schedule.

Email that answers itself, nearly

The inbox triaged each morning, routine replies drafted in your tone, attachments filed to the right folder, and a short list of what actually needs you today.

Spreadsheets you stop rebuilding

The weekly report that someone copies and pastes together every Monday, produced before you arrive, with a sentence on why the number moved.

Documents and slides

Proposals, letters, reports and board slides drafted from your own templates and your own past work, so the first draft is eighty per cent there rather than a blank page.

Microsoft 365 or Google Workspace, set up properly

Shared drives that make sense, permissions that match who you are now, and AI connected to mail, calendar and files the same way for everyone instead of five people doing it five ways.

Project and job tracking

Status updates written from what actually happened in email and the job system, tasks pulled out of meeting notes, and a morning brief per person of what is due.

How it works: audit, roadmap, implementation, training, support

Sold one step at a time. Each step is quoted before it starts, stands on its own, and you decide after each one whether to take the next. Most businesses your size go from the audit to a working, trained setup in three to six months.

Audit

Two weeks, fixed price. A map of every system you run, a ten-minute staff survey, a few five-minute screen recordings of the work that eats the week, and short conversations with the people who run the business. It costs your team minutes, not hours.
Roadmap

A ninety-day plan written from what the audit found: which processes first, ranked by admin removed against cost and risk, which AI plan and accounts your team should be on, and a two-page policy on what may go in. Every item has its own price.
Implementation

I build the first one or two automations inside your own Microsoft 365 or Google Workspace, connected to the systems you already run. AI drafts, a person approves anything that leaves the building, and it runs beside the manual way until you trust it.
Training

Your team learns on their own work, not on demos. One standard setup for everyone, a short session per group, and one-to-one time with the two or three people who will carry it once I step back.
Support

A light monthly retainer: one call, a one-page summary, fixes, and the next routine your team worked out promoted into something the business runs. I read the AI news so your people do not have to.

Use AI without handing over your clients’ data

Animal records are not health information about a person, but the client records around them are personal information: names, addresses, phone numbers, payment history and insurance details. Add your supplier pricing and the clinic’s own numbers, and there is plenty that should stay where it is. None of it needs to leave your own accounts for AI to be useful.

The work happens inside your practice system and your Microsoft or Google tenant, on a business AI plan with company accounts for every person who uses it. If your vets already use an AI scribe for consult notes, I make sure it sits inside the same policy, and that clients know how it is used. Nothing goes into a free chatbot, and anything that goes out to a client, a specialist or a supplier waits for a person to say yes.

The basics, every time

Company accounts on a business AI plan, never personal logins. Business plans do not train on your data.
AI connected to your own Microsoft or Google tenant, so files stay where they already live and access is revoked in one place.
A two-page policy your team can actually remember: which accounts, what may go in, what never does.
Everything I build lives in your accounts and is logged. I work from a staff login, not the master key.

Where most start

A typical first project: pharmacy and supplier invoices checked against orders

Most vet clinic audits find the quick win in purchasing. Every wholesaler and supplier invoice is read, matched to what was ordered and received, and coded for Xero, with discrepancies drafted into an email for the practice manager to send. It runs beside the manual check until you trust it. Reminders and estimates are usually next.

Where I work

Based in the Sutherland Shire. In person across these areas, remote everywhere else in Australia.

Sutherland Shire

Cronulla, Miranda, Caringbah, Sutherland, Gymea and around.

Southern Highlands

Bowral, Mittagong, Moss Vale, Exeter, Robertson and around.

St George

Hurstville, Kogarah, Rockdale, Sans Souci, Bexley and around.

Eastern Suburbs

Bondi Junction, Double Bay, Paddington, Woollahra, Randwick and around.

Frequently asked questions

Will AI be making clinical decisions?

No. My work is the back office: estimates, reminders, correspondence admin, invoices, rostering and reporting. Diagnosis, treatment and what goes in the clinical record stay with your vets and nurses.

We use ezyVet (or RxWorks). Do we need to change?

No. I connect to the practice system you have. Where it offers a proper way in, I use it. Where it does not, I start from the reports your team already exports and switch to a better connection later.

Can AI write our estimates?

It can turn the line items into a clear, friendly estimate and explanation in your format. The procedure, the items and the fees come from your vet and your practice system. A person reads every estimate before the client does.

Is this worth it for a clinic our size?

If your practice manager or head nurse spends evenings on invoices and reminders, usually yes. The audit will tell you honestly, and if your practice system can already do it with better setup, I will say so.

How much of my team’s time does this take?

Minutes, by design. Ten for the survey, ten for an optional screen recording, an hour with the key people. Whoever runs operations spends two or three hours across the first fortnight.

Do we have to commit to the whole thing?

No. Every step is quoted on its own and you decide after each one. Plenty of businesses take the audit and one project, and stop there until they see it working.

Are you tied to a particular AI vendor?

No. I lead with Claude because I think it is the strongest all-rounder for business work today, and I work just as happily with Microsoft Copilot, ChatGPT or Gemini if that is what your team already uses. Everything is built so the model is one part you can swap.

Running a clinic and doing the admin at night?

Tell me what you run, how many people, and what eats the most time. I will tell you honestly whether an audit is worth it.

Tell me about your business

Tell me what you're dealing with

Three lines is plenty. I reply personally, usually within a day, and the first call is free.