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Why veterinarians should send professional invoices
You treat a variety of pets, and each has its own specific needs. No two animals are alike – so none of your invoices will be alike either! You need a fully customizable invoice that can be modified to charge for your services and expertise. Pet owners will do anything for their pets – but they still want to know exactly what they are paying for.
Clearly outline the care you’ve provided and the prices you’ve charged with an easy-to-understand, itemized invoice. It will also reinforce your reputation as a reputable and trusted veterinarian – and help promote referrals to family and friends.
- Look through the great variety of beautifully designed invoice templates we offer and select one in the format you work in – Word, Excel, PDF, Google Docs, or Google Sheets.
- Download the free template!
- Add your business name, phone number, email address, and other contact information at the top
- Add your veterinary clinic logo, website address, and any other graphics of cute animals you know your clients will love!
- Insert your client’s name and contact information
- Put a unique invoice number on the template
- Put in the date of the invoice and the payment due date
- Describe all services provided for their pet’s care, along with the cost for each. Make sure the correct information is provided for pet insurance purposes
- List any medications or other items provided, along with the cost for each
- Remember that you can add or subtract lines. The template is easily customized to meet the specific requirements of each pet appointment
- If you are including a discount for a long-term client, or for any other reason, add a line explaining the discount so your client knows they are getting a special lower rate for your expert veterinary services
- Calculate the total price you’re charging, including applicable tax, and list the total at the bottom of the invoice
- Include your payment terms, such as the methods of payment you accept
- People love their pets – so why not add a personalized line about Rex or Fluffy at the end, and thank your client for entrusting the care of their pet to you
- Save a copy of the invoice – and give a copy to the client
When is the right time to give an invoice to your veterinary clients?
Most veterinarians ask for payment at the conclusion of each visit. But if the animal will be undergoing a more costly operation or procedure, some veterinarians ask for a portion of the cost upfront, with the remainder due after the procedure is completed and the pet is ready to return home. You may also decide to break up the payment into two or more portions, especially if the client doesn’t have pet insurance.
Quick invoicing tips for veterinarians
Personalize your invoices
You are a medical professional, but you are also in the customer relationship business. A great way to show how much you appreciate your client bringing their beloved pet to you is to add some personal touches to your invoice. When listing items on the invoice, include descriptions or details that the client specifically requested so they know you went above and beyond to care for their pet.
Include complete information for pet insurance
Whether your client is reimbursed by their pet insurance company, or you bill directly to the insurance provider, make sure all the necessary information is included on your invoice. Don’t hold up your payment by forgetting to provide key information.
Accept a variety of payment methods
Clients appreciate the option to pay in the way that is most convenient to them – so providing flexible payment options can add to the outstanding service you provide for their pets. Accepting e-Transfers, direct bank deposits, and other online methods of payment can also help you get paid faster.
Be clear about the payment due date
If you ask to be paid at the completion of a clinic visit, or in advance for a surgical procedure – make sure you always include a payment due date. It’s a clear indication of when you expect to be paid for your services, and clients will see you have an established system in place.