Zoho implementation for Veterinary and Pet Care
Zoho for veterinary and pet care: keep pet records, vaccination schedules, appointments and product sales in one place.
Business process workflow
How veterinary and pet care work flows in Zoho
Keep pet records, vaccination schedules, appointments and product sales in one place.
Common problems we fix
- Vaccination reminders are missed
- Pet history is on paper
- Product stock expires unnoticed
The process, step by step
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Zoho AnalyticsDepartment by department
How every department of a veterinary and pet care business works in Zoho
In a veterinary clinic or pet care centre, the front desk, consulting vets, surgery and wards, diagnostics, the pharmacy and shop, grooming and boarding, finance and HR all work on the same pet record. In Zoho each team sees its own part, but they share one owner, one patient and one visit, so treatment, stock and billing line up.
How the departments hand work to each other
Each arrow is a handover. Because every team works on the same Zoho records, the next department picks up the work without re-entering it.
- 1Front Desk and Client Care to Consultation and Clinical Care: Checked-in visits with reason and weight
- 2Front Desk and Client Care to Grooming and Boarding: Grooming and boarding bookings
- 3Consultation and Clinical Care to Laboratory and Imaging: Test and imaging requests
- 4Consultation and Clinical Care to Pharmacy and Pet Shop: Prescriptions to dispense
- 5Consultation and Clinical Care to Surgery and Inpatient Ward: Patients admitted for surgery or hospital care
- 6Surgery and Inpatient Ward to Front Desk and Client Care: Discharge time and owner updates
- 7Surgery and Inpatient Ward to Finance and Accounts: Procedures, consumables and ward days for billing
- 8Laboratory and Imaging to Consultation and Clinical Care: Results and images for diagnosis
- 9Laboratory and Imaging to Finance and Accounts: Tests performed for billing
- 10Pharmacy and Pet Shop to Finance and Accounts: Dispensed and retail sales for billing
- 11Pharmacy and Pet Shop to Consultation and Clinical Care: Out of stock medicines
- 12Grooming and Boarding to Finance and Accounts: Stay nights and extras for billing
- 13Grooming and Boarding to Consultation and Clinical Care: Pets showing health concerns during the stay
- 14Finance and Accounts to Management and Reporting: Monthly revenue, margin and cash position
- 15HR and Payroll to Finance and Accounts: Payroll summary for posting
- 16HR and Payroll to Front Desk and Client Care: Vet availability for bookings
- 17Management and Reporting to Front Desk and Client Care: Service and campaign priorities
Each department in detail
Open a department to see its workflow, its own entity diagram, who does the work, what needs approval, the reports it watches and what it hands over.
Front Desk and Client CareBooks appointments, registers owners and pets, sends reminders and keeps owners informed.
Workflow
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Register owner and pet
New owners and pets are added in Zoho CRM with species, breed, date of birth, microchip number and preferred vet.
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Book appointments
Consults, vaccinations, surgery drop-offs and grooming are booked online or by phone into each vet's calendar.
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Check in the visit
On arrival the visit is opened with reason, weight and consent forms signed on a tablet.
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Send reminders
Vaccination, deworming and annual check reminders go out by email and SMS from due dates on the pet record.
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Handle enquiries and feedback
Calls and messages are logged, and a short survey follows each visit.
Entity diagram: Front Desk and Client Care
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Bookings
Read the relationships as text
- Pet Owner owns Pet (1:N)
- Pet booked for Appointment (1:N)
- Pet due Reminder (1:N)
Who does the work
- Receptionist
- Client care coordinator
- Practice manager
Approvals and controls
- Surgery bookings need a signed consent and estimate before admission
Reports they watch
- Appointments by vet and type
- Reminder response rate
- No-show rate
Hands over to
- Consultation and Clinical Care: Checked-in visits with reason and weight
- Grooming and Boarding: Grooming and boarding bookings
Zoho CRM
Zoho Forms
Zoho Bookings
Zoho Creator
Zoho Sign
Zoho Campaigns
Zoho Desk
Zoho SurveyConsultation and Clinical CareExamines and treats patients, records clinical notes and plans follow-up care.
Workflow
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Take history and examine
Vets record history, vital signs and findings in the visit record on a tablet.
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Diagnose and plan
Diagnosis and a treatment plan are recorded with an estimate the owner can approve.
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Prescribe and treat
Medicines, vaccines and procedures are added to the visit and pass to the pharmacy and billing.
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Set follow-up
Recheck dates and reminders are set, and the owner gets discharge notes.
Entity diagram: Consultation and Clinical Care
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Visit records Clinical Note (1:1)
- Visit priced in Treatment Estimate (1:N)
- Visit issues Prescription (1:N)
- Visit may give Vaccination (1:N)
Who does the work
- Veterinarian
- Vet nurse
- Head vet
Approvals and controls
- Treatment above the approved estimate needs the owner's consent before it continues
- Controlled drugs are prescribed only by a registered vet and logged in the controlled drug register
Reports they watch
- Consults per vet per day
- Diagnoses by species
- Estimates approved versus declined
Hands over to
- Laboratory and Imaging: Test and imaging requests
- Pharmacy and Pet Shop: Prescriptions to dispense
- Surgery and Inpatient Ward: Patients admitted for surgery or hospital care
Surgery and Inpatient WardPerforms surgery and dental work and cares for hospitalised patients until discharge.
Workflow
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Admit the patient
Admission records the procedure, fasting check, consent and kennel assigned.
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Plan anaesthesia
Pre-anaesthetic checks, drugs and doses are recorded before surgery starts.
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Record the procedure
Surgeon, times, procedure notes and consumables used are logged.
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Monitor in the ward
Nurses record temperature, fluids, medication and feeding on the hospital chart each round.
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Discharge
Discharge notes, medicines to take home and the recheck date go to the owner.
Entity diagram: Surgery and Inpatient Ward
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Admission has Anaesthetic Record (1:1)
- Admission includes Surgery Record (1:N)
- Admission monitored in Ward Chart (1:N)
Who does the work
- Surgeon
- Anaesthesia nurse
- Ward nurse
Approvals and controls
- Surgery cannot start without signed consent and a completed pre-anaesthetic check
Reports they watch
- Surgeries by type and vet
- Ward occupancy
- Consumables used per procedure
Hands over to
- Front Desk and Client Care: Discharge time and owner updates
- Finance and Accounts: Procedures, consumables and ward days for billing
Laboratory and ImagingRuns in-house blood tests, sends samples to external labs and handles X-ray and ultrasound.
Workflow
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Receive the request
Test requests from the visit are queued with sample type and urgency.
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Run or send out
In-house tests are run and external samples are logged with the lab name and courier.
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Record results
Results and reference ranges are attached, with images stored against the pet.
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Zoho WorkDrive
Zoho CliqEntity diagram: Laboratory and Imaging
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Lab Request returns Lab Result (1:N)
- Lab Request may include Imaging Study (1:N)
- Lab Request sent as External Lab Send (1:1)
Who does the work
- Lab technician
- Radiography nurse
Approvals and controls
- Results flagged critical must be acknowledged by a vet the same day
Reports they watch
- Turnaround time by test
- Pending external results
Hands over to
- Consultation and Clinical Care: Results and images for diagnosis
- Finance and Accounts: Tests performed for billing
Pharmacy and Pet ShopDispenses medicines, sells pet food and accessories, and keeps drug and retail stock under control.
Workflow
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Dispense prescriptions
Prescriptions from the visit are dispensed with batch and expiry and labels are printed.
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Sell over the counter
Food, accessories and repeat medicines are sold at the counter or online.
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Reorder stock
Reorder levels and expiry alerts drive purchase orders to wholesalers.
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Keep the drug register
Controlled drug use and balances are recorded and checked weekly.
Zoho CommerceEntity diagram: Pharmacy and Pet Shop
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho Creator
Read the relationships as text
- Stock Item dispensed in Dispense Record (1:N)
- Purchase Order restocks Stock Item (1:N)
- Stock Item tracked in Drug Register (1:1)
Who does the work
- Pharmacy assistant
- Practice manager
Approvals and controls
- Controlled drug balances need a weekly two-person check
- Writing off expired stock needs the practice manager
Reports they watch
- Stock near expiry
- Retail sales by category
- Controlled drug discrepancies
Hands over to
- Finance and Accounts: Dispensed and retail sales for billing
- Consultation and Clinical Care: Out of stock medicines
Grooming and BoardingRuns grooming, day care and boarding with checks on vaccination status and pet welfare.
Workflow
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Check eligibility
Boarding and day care require up-to-date vaccinations, checked from the pet record.
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Assign kennels and groomers
Kennels, runs and groomer slots are assigned for each booking.
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Record care
Feeding, walks, medication and behaviour notes are logged each day, with photos sent to owners.
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Entity diagram: Grooming and Boarding
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Kennel hosts Boarding Stay (1:N)
- Boarding Stay records Care Log (1:N)
- Boarding Stay may include Grooming Job (1:N)
Who does the work
- Kennel attendant
- Groomer
- Boarding supervisor
Approvals and controls
- Pets without current vaccinations are not admitted to boarding
Reports they watch
- Kennel occupancy by night
- Grooming jobs per groomer
Hands over to
- Finance and Accounts: Stay nights and extras for billing
- Consultation and Clinical Care: Pets showing health concerns during the stay
Finance and AccountsBills every visit, stay and sale, manages care plans and insurance claims, and closes the books.
Workflow
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Bill the visit
Consult fees, treatments, tests and medicines are invoiced in Zoho Books with GST in India or VAT in the UK and UAE.
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Run care plans
Monthly wellness plans are billed on a schedule from Zoho Billing.
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Handle insurance claims
Claim forms with invoices and clinical notes are sent to pet insurers and payments are tracked.
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Close the month
Bank, card and cash takings are reconciled and revenue is reported by service line.
Zoho BillingEntity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Billing
- Zoho Creator
Read the relationships as text
- Care Plan generates Invoice (1:N)
- Invoice claimed in Insurance Claim (1:N)
- Supplier Bill matched by Invoice (N:N)
Who does the work
- Accounts assistant
- Practice manager
Approvals and controls
- Discounts and write-offs above a set amount need the practice manager
Reports they watch
- Revenue by service line and vet
- Outstanding insurance claims
- Care plan members and churn
Hands over to
- Management and Reporting: Monthly revenue, margin and cash position
HR and PayrollHires vets, nurses and care staff, tracks registrations and CPD, and runs rosters and payroll.
Workflow
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Hire clinical and care staff
Vet, nurse and support roles are recruited with registration checks.
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Track registration and CPD
Professional registration and continuing education hours are tracked with renewal dates.
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Roster shifts and on-call
Day shifts, weekend cover and night on-call are rostered.
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Process payroll
Salaries and on-call allowances run in Zoho Payroll where it is available, or your local payroll provider.
Zoho Recruit
Zoho People
Zoho Learn
Zoho Shifts
Zoho PayrollEntity diagram: HR and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Shifts
- Zoho Payroll
Read the relationships as text
- Employee holds Registration (1:N)
- Employee assigned to Roster (N:N)
- Roster feeds Payslip (N:N)
Who does the work
- HR executive
- Practice manager
Approvals and controls
- A vet or nurse with lapsed registration cannot be rostered on clinical shifts
Reports they watch
- Registrations and CPD due
- Rostered hours by role
Hands over to
- Finance and Accounts: Payroll summary for posting
- Front Desk and Client Care: Vet availability for bookings
Management and ReportingGives owners one view of appointments, clinical activity, stock, revenue and staff.
Workflow
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Connect the data
Zoho Analytics pulls from CRM, Bookings, Creator, Inventory, Books and People.
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Daily clinic view
Today's appointments, admissions and ward occupancy are shown each morning.
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Monthly review
Revenue per vet, active patients, reminder compliance and stock value are reviewed.
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Zoho FlowEntity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
- Zoho Flow
Read the relationships as text
- Dashboard shows KPI (N:N)
- KPI triggers Alert (1:N)
Who does the work
- Clinic owner
- Practice manager
Approvals and controls
- Service prices and care plan fees are approved by the owner
Reports they watch
- Active patients and new registrations
- Revenue per vet and service line
- Client satisfaction trend
Hands over to
- Front Desk and Client Care: Service and campaign priorities
What to expect when you start
A typical plan for a focused project of one to three apps. Larger scope or messy data takes longer; we confirm the timeline after discovery.
Week 1 to 2
Map and agree
We walk through your veterinary and pet care process from "Appointment" to "Clinic performance", list the records and fields you really need, and agree the scope.
Week 3 to 4
Build the core
We configure Zoho Bookings and Zoho Creator with your stages, roles, approvals and templates.
Week 5 to 6
Connect and migrate
We clean and import your data, connect email, payments or other tools, and build the reports you will use every week.
Week 7 to 8
Test and go live
Your team tests with real cases, we train each role, and we cut over with a checklist.
Mistakes to avoid
- Copying the old spreadsheet column for column. Keep only the fields that help someone decide or act.
- Leaving out exceptions such as returns, changes and cancellations. Model them early so the team does not work around the system.
- No owner per stage. Name one person for "Appointment" and one for "Clinic performance".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Vaccination reminders are missed. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Reminder response rate
- Repeat visits
- Expired stock
Questions about Zoho for veterinary and pet care
Which Zoho apps suit veterinary and pet care businesses?
A typical veterinary and pet care setup uses Zoho Bookings, Zoho Creator, Zoho CRM, Zoho Books, Zoho Inventory, Zoho Campaigns, Zoho Analytics. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for veterinary and pet care?
1. Appointment; 2. Pet record; 3. Treatment and billing; 4. Vaccination reminders; 5. Stock and expiry; 6. Clinic performance.
Which departments does a Zoho setup for veterinary and pet care cover?
A full setup covers Front Desk and Client Care, Consultation and Clinical Care, Surgery and Inpatient Ward, Laboratory and Imaging, Pharmacy and Pet Shop, Grooming and Boarding, Finance and Accounts, HR and Payroll, Management and Reporting. Each department works in its own Zoho screens, but they share the same customer, order and finance records, so work moves from one team to the next without being retyped.
Zoho apps we set up for veterinary and pet care
- Zoho Creator
- Zoho CRM
Zoho Books
Zoho Inventory
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for veterinary and pet care
All Zoho services →- Zoho implementationZoho CRM live within 2 weeks, fixed price agreed in writing
- Zoho support100-hour support packs, first reply within 1 hour
- Zoho consultingChoose the right apps and plan before you build
- Data migration to ZohoMove from Salesforce, HubSpot, Tally, QuickBooks or spreadsheets
- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
- Zoho auditA scored review of your current Zoho setup
More industries we build Zoho workflows for
Zoho adapts to almost any business that has leads, orders, projects, people and money to track. A few examples are below; the industries page lists all 179 with a typical process flow and the Zoho apps behind each.
- Construction and ContractingControl tenders, project costs, subcontractors, site materials and progress billing from one system.
- Wholesale and DistributionRun orders, stock across warehouses, credit limits and collections for dealers and retailers.
- Food and BeverageTrack outlet and central kitchen stock, recipes, suppliers and daily sales with branch-wise accounts.
- Fitness and WellnessConvert enquiries into members, manage bookings and recurring fees, and keep members engaged.
- Staffing and RecruitmentManage client job orders, candidate pipelines, placements and invoicing in one flow.
- Travel and TourismTurn enquiries into itineraries, bookings and payments with supplier and customer tracking.
- Telecom and ISPsRun activation, installation, support and recurring billing for subscribers and enterprise accounts.
- Media and AdvertisingManage clients, briefs, campaign projects, approvals and retainer billing for agencies and media firms.
- Import and Export TradingHandle enquiries, proforma invoices, shipments, documentation and multi-currency accounting.