Efficient payment handling is one of the key elements in the daily operation of a veterinary clinic. In VetFile, the billing process has been designed to be simple, clear, and tailored to real-life customer interaction scenarios.

Payments as a Part of the Visit, Not a Separate Process

In many clinics, payments still function "separately from the visit" – as an additional step requiring view switching or manual data entry. In practice, this creates chaos, prolongs customer service, and increases the risk of errors in documents. In VetFile, payments are a natural part of the visit, linked with services, products, and sales documents.
This allows the customer service representative to see exactly what the charge is for, and the system automatically transfers the data to the relevant document. This significantly shortens the billing time and allows the visit to be closed without revisiting it later.

What Sales Documents Can You Issue in VetFile

VetFile allows the issuance of several types of sales documents depending on the service type, the clinic's tax status, and customer expectations. All available options are visible in one place, making it easy to quickly choose the appropriate document.
In the system, you can issue:

• Invoice
• VAT invoice
• VAT-exempt invoice
• Proforma invoice
• A package to use (e.g., for a specific number of visits or services).

This approach allows flexible billing based on the specific situation, without the need for external tools.

Where to Issue Payment Documents in the VetFile System

In VetFile, you can issue sales documents directly from the visit screen, at the time of the customer’s billing. This means you don't have to search for a separate module or re-enter service or product data. The system automatically suggests the relevant items based on the course of the visit.
Importantly, if no accounting document has been issued for the given billing, VetFile allows you to quickly create one from the list of available options. This ensures smooth customer service at the reception, with the entire process being consistent and clear.

Why an Organized Payment Process Matters for Clinics

A well-designed payment process is not only a matter of formalities, but also real organizational support for the team. Fewer clicks, clear document selection, and linking to the visit result in shorter customer service times and lower risk of errors in billing.
The solutions available in VetFile allow full control over the clinic's finances, without complicating the team's work. This is especially important in facilities handling a large number of visits daily, where speed, transparency, and repeatable processes matter.

Payments in VetFile are designed to be the logical conclusion of the visit, not an additional task after it's finished. The ability to issue different types of sales documents in one place simplifies daily work, organizes billing, and enhances the customer experience. For the clinic, this means greater organization, better financial control, and less stress in daily operations.