For single clinics and small groups paying distributors, labs and suppliers every month
Veterinary Clinic Accounts Payable Automation Software
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A veterinary practice pays drug and vaccine distributors, reference labs, supply companies, locum agencies and landlords every month, and the invoices arrive as PDFs, statements and paper. AutoPayables reads each supplier invoice, lets you code every line to an account and a clinic location, flags the same invoice arriving twice, holds bills above your threshold for approval, and exports approved bills to QuickBooks Online, Xero, NetSuite or Sage. It handles accounts payable only. It does not replace your practice management software.
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Duplicate checks run on every invoice before approval
Line
Level at which each charge is coded, so one invoice can split across clinics
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Ledger export layouts: QuickBooks Online, Xero, NetSuite, Sage
$49
Per month for 200 invoices, one price for the whole account
Accounting sync
What practice accounts payable needs from software
The parts of the job that keep your practice manager keying supplier bills instead of running the clinic.
Capture from email or upload
Distributors email PDFs, labs send statements and a delivery brings paper. Vendor, invoice number, dates, tax, totals and line items are read into a draft bill with a confidence score, so the reviewer checks only what looks off.
Line-level coding by location
An order shipped to two hospitals can be split by line, each to its own location or class. Lab fees go to the account you choose, and recurring rent and utilities are coded once per vendor.
Duplicate invoice checks
Every bill is compared by file content, by vendor plus invoice number, and by vendor plus amount plus date. The emailed invoice and the statement copy do not both get paid.
Approval above a threshold
Bills over the amount you set wait for the owner or medical director, logged with approver and timestamp. It is one threshold for the account, not a routing tree per clinic.
1099 vendor tracking
Relief veterinarians, groomers and other contractors often need a 1099. Flag them, keep the TIN on the vendor record and export a 1099-NEC CSV at year end.
Coded bills to your ledger
Approved bills export in the import layout your accounting system reads, so your accountant loads one batch instead of retyping each bill.
How a clinic AP week runs here
From a forwarded distributor invoice to a batch in your books.
Set up accounts and locations
Add the expense accounts and the clinic names or classes you track, so coding is a pick, not a typing job.
Point vendors at one address
Distributors, labs and suppliers email invoices to your AutoPayables address, or the front desk forwards what arrives on paper after scanning.
Review flags and code lines
Duplicate checks run on their own. You correct low-confidence fields and assign each line to its account and location.
Approve and export
The owner approves bills above your threshold, then you export the batch to QuickBooks Online, Xero, NetSuite or Sage.
Where AutoPayables fits a practice, and where it does not
An honest read, so you buy the right shape of tool.
Look at practice management software for
- Patient records, appointments and client invoicing
- Drug logs, controlled substance counts and inventory
- Payroll for technicians and associates
- Retyping every distributor, lab and supply invoice from a shared inbox
What AutoPayables does today
- Vendor invoices only. Clients and patients stay in your practice system
- Not covered. Distributor invoices are read and coded to the right account
- Not covered. Contractor bills can be coded and tracked for 1099
- Invoices read into coded draft bills, reviewed by one person, exported as a batch
Who runs AP this way
Practices that want clean coded bills for every location without a new operations platform.
Single clinics on QuickBooks
An owner or practice manager who loses evenings keying distributor and lab invoices.
Small groups with two to ten hospitals
Teams that need each location's supply and lab bills coded correctly before month end.
Owners preparing for a sale or a lender review
Practices that need an approval trail and consistent coding before a buyer or bank asks for clean books.
Outsourced bookkeepers serving veterinary clients
Staff who want an import-ready batch per client instead of a pile of forwarded PDFs.
Why vet clinic payables pile up
A veterinary clinic buys from more suppliers than its size suggests. There are drug and vaccine distributors, a prescription diet rep, a reference lab, a gas and dental supply company, a cremation service, a laundry, locum agencies and the usual utilities and rent. Invoices come as PDFs, as emailed statements and as paper in the box with the delivery. The practice manager keys them between appointments, or the whole stack waits for the bookkeeper on Friday.
The errors are predictable. A distributor invoice is paid from the email and again from the month-end statement. A lab bill is coded to general supplies when it belongs in cost of goods for a client invoice. A new location opens and nobody can say what it spends on consumables. None of this needs a clinical system. It needs the supplier bill read correctly, coded once, checked for duplicates and approved by the person who owns the number.
What the software does for a practice
AutoPayables reads each supplier invoice into a draft bill with vendor, invoice number, dates, tax, total and line items. You code each line to an account and to a clinic location or class, so one distributor invoice that ships to two hospitals can split cleanly. The duplicate check runs before approval, comparing file content, vendor plus invoice number, and vendor plus amount plus date. Bills above the dollar threshold you set wait for the owner or medical director, with the approver and timestamp saved. Approved bills export in the import layout for QuickBooks Online, Xero, NetSuite or Sage.
Where it stops
This is accounts payable. It does not hold patient records, client invoices, appointment books, drug logs or controlled substance counts. Your practice management software keeps doing those jobs. Inventory counts also stay there. What AutoPayables gives you is a clean, coded stream of vendor bills so the books match what you actually bought, and the owner can see supply cost per location without waiting for month end.
Plain pricing
The Growth plan is $49 per month for 200 invoices, one price for the whole account. A single clinic with a few dozen supplier invoices a month fits well inside it, and a small group fits on the higher plans listed on the AP automation pricing page. If you keep books in QuickBooks, see the QuickBooks accounts payable automation setup before you start.
Frequently asked questions
It depends on scope. Practice management systems cover records and client billing. If you mainly need distributor, lab and supply invoices read, coded by location, approved and exported to QuickBooks, Xero or NetSuite, a general AP tool such as AutoPayables does that at a flat published price.
Send them to one invoice email address or upload them. Vendor, invoice number, dates, tax and line items are read into a draft bill, each line is coded to an account and location, and the approved batch exports to your ledger. Only low-confidence fields need a human look.
Yes. Coding happens at the line level, so one distributor invoice can send some lines to one hospital and some to another, each with its own account and class.
No. It does not hold patient records, appointments, client invoices or drug logs. It handles the vendor side only, so your supplier bills reach the books coded and checked.
Each bill is compared by file content, by vendor plus invoice number, and by vendor plus amount plus date. A match is flagged before approval, so the emailed copy and the statement copy are not both paid.
Stop keying distributor and lab invoices by hand
Try AutoPayables on a real month of invoices from your distributors and suppliers and see the coded batch before you commit.