Veterinary Bookkeeping Services for Clinics & Animal Hospitals
A veterinary practice is a hospital, a pharmacy, and a retail store sharing one front desk — often with boarding and grooming on top. Drug and vaccine inventory that expires on the shelf, CareCredit deposits that arrive net of fees, relief DVMs on 1099s, production pay for associates, and equipment loans sitting on the balance sheet — every one of them lands in your books. Maxim Liberty keeps them straight with a dedicated bookkeeper from $75/month.
On This Page
- Drug & supply inventory: margin on the shelf
- PIMS-to-bank reconciliation
- Associates, techs & relief vets
- What we handle
- Veterinary bookkeeping FAQs
Drug & Supply Inventory: Margin on the Shelf
Most clinics carry four inventories at once — pharmaceuticals and vaccines, preventatives, prescription diets, and retail — and together they are usually the largest cost in the practice after payroll. When purchases from Covetrus, MWI, or Patterson get dumped into one expense line, you cannot see pharmacy margin apart from food margin, and expired stock is written off silently. We record supplier invoices by category, reconcile distributor statements through our inventory management service, and keep cost of goods visible by line so you know what the shelf is actually earning.
Controlled substances stay your clinical responsibility — your DEA logs live at the practice. Our job is the financial trail: every controlled purchase recorded, reconciled, and traceable, so the paperwork always matches the money.
PIMS-to-Bank Reconciliation, Done Right
The end-of-day report from AVImark, Cornerstone, ezyVet, Shepherd, or Digitail almost never equals the bank deposit. Card batches settle on their own schedule, CareCredit and Scratchpay pay out net of fees, and insurance direct-pays arrive separately. We reconcile practice-management reports to processor statements to bank deposits, so a missing batch surfaces in days — not at year-end. Financing fees get broken out where your CPA can see (and deduct) them, instead of hiding inside understated revenue.
Associates, Techs & Relief Vets
Production-based pay only works when revenue is tracked by provider — we keep books that make ProSal and percentage-of-production calculations verifiable instead of arguable. Technicians and CSRs run through payroll; relief veterinarians are typically contractors, with 1099s handled at year-end. Compensation stays traceable to the revenue that drove it.
What We Handle for Veterinary Practices
Daily transaction logging, PIMS-to-bank reconciliation, accounts payable for distributor invoices, cost-of-goods tracking by category, payroll and production-pay support, sales tax on retail and food via our sales tax filing service, equipment-loan schedules your CPA can depreciate from, and tax-ready monthly financials. Thinking about a consolidator offer someday? Clean multi-year books are what valuations are built on. Behind on the books? Catch-up bookkeeping rebuilds your records fast.
Practice owners need to see pharmacy, services, boarding, and retail margins separately — not one blended revenue number. Our dedicated bookkeepers log transactions daily, reconcile your PIMS to your bank, and deliver tax-ready monthly financials at $15/hour, billing only actual time worked. 100% money-back guarantee on your first deposit. Serving businesses across the U.S. since 2005.
Veterinary Bookkeeping FAQs
What does veterinary bookkeeping cost?
Dedicated bookkeeping starts at $75/month for 5 hours — $15/hour, billed on actual time only. A typical single-doctor clinic runs $75–$150/month; multi-doctor hospitals usually fit the $300/month 20-hour plan. All plans are listed on our pricing page — no quotes call required.
Which practice-management systems do you work with?
Any PIMS that exports end-of-day or reconciliation reports — AVImark, Cornerstone, ezyVet, Shepherd, Digitail, and Vetspire among them. We work from your reports, processor statements, and bank feeds; we never need direct access to your practice-management system.
Do you need access to patient or medical records?
No. We work exclusively from financial records: bank and card statements, PIMS financial reports, supplier invoices, and payroll summaries. Medical charts never leave your practice.
How do you handle CareCredit and Scratchpay deposits?
Third-party financing pays out net of fees, which quietly understates both your revenue and your deductible costs if it is booked as-is. We record the gross charge, break out the financing fee, and tie each deposit back to its PIMS batch.
Our books are years behind. Can you fix that?
Yes. Catch-up bookkeeping at the same $15/hour rate rebuilds prior months or years, then rolls straight into monthly service so you never fall behind again.
Related Resources
Healthy Patients, Healthy Margins
Dedicated veterinary bookkeeping — category-level cost tracking, clean PIMS reconciliations, tax-ready financials from $75/month with a money-back guarantee on your first deposit.