Farm call routing
Calls grouped by area on a map, drive times estimated and each vet's run on their phone.
Equine vet software: farm calls, horse records & billing
Equine vets: farm calls routed, horses recorded. More horses, less paperwork.
Calls get planned on the fly between paddocks. One horse has an owner, an agister and a trainer who all want different things. The invoices get written from memory after dark. We build call-out, horse record and billing systems for equine practices that work from the ute, then we host them and look after them.
Looking for equine vet practice software that works on the road?
Equine vets don't work in a consult room. The day is a run of farm calls across a few hundred kilometres, broken up by colics, wire cuts and a mare that won't foal. Horses move between owners, agisters, trainers and studs. Half of them have more than one owner. Most clinic software was built for dogs and cats walking through the front door, so the real work ends up in the vet's head, a notebook on the dash and a late night at the kitchen table.
Wollopit builds custom equine vet software around how your practice actually runs. Calls get grouped by area and sent to the right vet's phone. Notes, drugs and charges are captured in the yard, even with no signal. Records follow the horse wherever it's living. Bills go to whoever's actually paying. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers, so you can get back to the horses.
01The problems
What we hear from equine vets
Does your equine vet practice have these problems? Here's how we'd fix them.
Most equine practices we talk to are brilliant with horses and run the business side on a diary, a group chat and a ute full of receipts. It holds together, right up until breeding season.
- The problemCalls planned on the flyThe day starts as a list in the receptionist's head. Then a call in the next valley sends the whole run backwards.How we fix itFarm calls grouped by area on a map, drive times worked out and each vet's run sent to their phone.
- The problemEmergencies wreck the dayA 2am colic or a wire cut at a stud means every booked visit after it needs a phone call.How we fix itEmergency dispatch to the nearest available vet, with affected clients texted a new time automatically.
- The problemHorse records split everywhereHorses move between owners, agisters, trainers and studs. Their history ends up spread across three client files.How we fix itOne record per horse with linked owners, carers and properties, so the history follows the horse wherever it lives.
- The problemNotes written at nightTreatment notes, drugs given and the call-out fee get typed up at the kitchen table after twelve hours on the road.How we fix itMobile visit notes on the spot, even with no signal. Photos, drugs and charges captured before you leave the yard.
- The problemWho pays for which horse?Syndicates, part-owners and trainers who on-charge. The bill lands with the wrong person and nobody's happy.How we fix itBilling per horse and responsible party, with ownership splits and trainer accounts worked out for you.
- The problemUte stock goes walkaboutVials, bandages and sedatives used on the road never quite make it onto the invoice or the reorder list.How we fix itStock per vehicle, deducted as you treat, with restricted drug records and a restock list for the clinic.
- The problemVaccinations slip throughHendra boosters, strangles and tetanus reminders rely on someone remembering to check the diary.How we fix itDue dates per horse with SMS and email reminders. When a whole property is due it books as one visit.
- The problemPre-purchase exams take all nightNotes, x-rays and flexion videos pieced together in Word for a buyer who wants the report tonight.How we fix itPre-purchase exam templates on the tablet, images attached and a branded report sent from the yard.
- The problemBreeding season chaosMare scans every other day across five studs, follicle sizes in a notebook and covering dates in a text thread.How we fix itMare cycle tracking per stud with scan results, covering dates, pregnancy checks and a daily round sheet.
- The problemBig accounts run lateStud and trainer accounts drift past sixty days. Chasing them falls to whoever has a spare minute.How we fix itMonthly statements, automatic reminders, card on file and VetPay options, with overdue accounts flagged before the next call.
- The problemWho's on call tonight?Clients ring the clinic, the clinic rings around and the on-call vet finds out from a missed call.How we fix itAn on-call roster that sends after-hours calls and texts straight to the vet on duty.
02What we build
Solutions
What we build for equine vets. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Emergency dispatch
Urgent calls go to the nearest free vet. Bumped clients get a new time by SMS.
Horse records
One record per horse with owners, agisters, trainers and properties linked, plus microchip and brand details.
Mobile visit notes
Notes, photos, drugs and charges captured in the yard. Works offline and syncs when signal returns.
Split billing
Bills per horse and payer, ownership percentages, syndicates and trainer on-charging.
Ute stock & drug register
Stock per vehicle, deducted as you treat, with restricted drug records and clinic restock lists.
Vaccination reminders
Hendra, strangles and tetanus due dates with SMS and email reminders and whole-yard bookings.
Pre-purchase exam reports
Exam templates, x-rays and videos attached, with a branded report ready for the buyer.
Breeding season tracker
Mare scans, follicle sizes, covering dates and pregnancy checks per stud on a daily round sheet.
Owner & trainer portal
Owners, trainers and agisters see their horses, upcoming visits and invoices with permissions per horse.
On-call roster
After-hours rosters with calls and texts sent straight to the vet on duty.
Statements & debtor chasing
Monthly statements for studs and trainers, automatic reminders and card on file.
A website that gets the call
Quick on mobile, with call-out areas, services and an after-hours number, built to rank for 'equine vet near me'.
03The systems
The big ones
Your whole practice, in the ute.
These are the systems equine vets ask us about most. Each one works on its own and they get properly clever when they're joined up.
Call-out dispatch
The day's run, planned before the first coffee.
Every farm call lands on a map, grouped by area with drive times worked out. Each vet gets their run on their phone. When an emergency comes in, the system shows who's closest and reshuffles the rest of the day.
- Calls grouped by area on a map
- Drive time estimates between yards
- Each vet's run on their phone
- Emergency dispatch to the nearest vet
- Bumped clients texted a new time
- Gate codes and property directions
- Call-out and travel fees added automatically
- Multi-horse visits booked as one stop
- On-call roster for after hours
- Google Calendar sync for each vet
Horse records
One horse, one record. However many owners.
The record belongs to the horse, not the client file. Owners, part-owners, agisters and trainers are linked to it, so when a horse changes property or trainer the history goes with it.
- One record per horse
- Linked owners, agisters and trainers
- Property and paddock history
- Microchip, brand and markings
- Treatment and imaging history
- Vaccination due dates and reminders
- Hendra vaccination status at a glance
- Photos, x-rays and videos attached
- Permissions per horse for each party
- Transfer a horse in one step
Mobile notes & ute stock
Notes done before you're back in the ute.
Write up the visit in the yard on your phone or tablet, even when there's no signal. Drugs and consumables come off that vehicle's stock as you use them, so they hit the invoice and the restock list without a second thought.
- Visit notes on phone or tablet
- Works offline in the paddock
- Templates for lameness, dentals and colic
- Photos and videos straight into the record
- Drugs and consumables charged as used
- Stock levels per vehicle
- Restricted drug register entries
- Restock list for the clinic
- Owner sign-off on screen
- Syncs to your practice software
Billing
The right bill to the right person, every time.
Charges are split by horse and responsible party, whether that's a syndicate, a part-owner or a trainer who on-charges. Studs and trainers get one tidy monthly statement. Overdue accounts get chased without anyone picking up the phone.
- Billing per horse and payer
- Ownership splits by percentage
- Trainer and stud accounts
- Monthly statements
- Invoices into Xero or MYOB
- Card on file with Stripe or Square
- VetPay payment plans
- Automatic overdue reminders
- Overdue accounts flagged at booking
- Call-out fees never forgotten
Breeding season
Mare rounds without the notebook.
Every mare on every stud with her scan results, follicle sizes, covering dates and pregnancy checks in one place. The daily round sheet builds itself and stud managers see what's next without ringing you.
- Mares grouped by stud
- Scan results and follicle sizes
- Covering dates and stallion details
- Pregnancy check reminders
- Daily round sheet per vet
- Ultrasound images attached
- Stud manager logins
- Foaling dates and follow-ups
- Breeding fees billed per mare
04How it changes
Before and after
A stud farm visit, wolloped.
Here's how a morning at a stud could change. Every practice is different, so we map yours first.
Before
- The call came in by text and got squeezed in on the fly
- Drive past a yard you'll be back at this afternoon
- Treat twelve horses and scribble notes on a glove box pad
- Guess which owner pays for which horse
- Forget the sedation and bandages on three invoices
- Type it all up at the kitchen table at 9pm
After
- The visit was grouped with two nearby yards
- Your run is on your phone in drive order
- Notes and photos go in per horse as you work
- Charges split to the right owners automatically
- Drugs and consumables come off the ute stock and onto the bill
- Statements are ready before you're back on the highway
05Services
Everything under one roof
Software, websites and systems for equine vets.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for equine vets
Built around how your equine vet practice actually runs: farm call routing, emergency dispatch and the admin in between, in one system you own.
Websites for equine vets
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Equine vet practice system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for equine vets
Horse records and mobile visit notes: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect ezyVet, RxWorks and Provet Cloud so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your equine vet practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside practice software you're happy with or replace the ones holding you back.
- ezyVet
- RxWorks
- Provet Cloud
- Xero
- MYOB
- Stripe
- Square
- Tyro
- VetPay
- Google Maps
- Google Calendar
- Twilio SMS
- Mailchimp
- Google Business Profile
- Health4Horses
- Microsoft 365
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your equine vet practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a farm call day and sit with reception, then work out what's actually slowing the practice down.
- 02
Archi-tech
We plan it before writing code: your calls, horses, owners, ute stock, billing, practice software, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before breeding season.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things equine vets ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can trainers and owners both see records?
Yes. Owners, trainers and agisters can each be given access with permissions per horse, so a trainer sees the horses in their stable and a part-owner only sees their own.
Does it work out in the paddock with no signal?
Yes. Notes, photos and charges save on the phone or tablet and sync as soon as you're back in range.
Can it handle horses with several owners?
Yes. Each horse can have ownership split by percentage or a single responsible party like a trainer or syndicate manager. Charges are split automatically.
Can it remind clients about Hendra and other vaccinations?
Yes. Due dates sit on each horse and reminders go by SMS or email. When a whole property is due it can book as one visit.
We already use practice management software. Do we have to switch?
No. If ezyVet, RxWorks or Provet Cloud is doing its job, we build around it with routing, mobile notes, split billing and portals on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can it keep track of the drugs in each ute?
Yes. Stock is tracked per vehicle and comes off as you treat, with restricted drug records and a restock list for the clinic.
How much does an equine vet system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like vaccination reminders or a pre-purchase report template can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most equine vets we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an equine vet practice problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.