The Annual Veterinary Software Audit: A 90 Minute Checklist For Practice Managers

Here's a question most veterinary hospitals never ask: Is all this software we're paying for actually still working for us?

Think about it. Between your practice management system, client communication tools, online pharmacies, payment platforms, telemedicine apps, and the latest AI add-ons, you're running a small tech stack. And if nobody's regularly checking in on all that veterinary software, you know what happens. Fees creep up. Workarounds multiply. Your team quietly burns out trying to wrestle clunky tools into submission.

December and January? Perfect time to fix that.

This article walks you through a simple 90-minute framework to audit your vet software stack. No jargon, no giant consulting project. Just a structured way to look at what you've got and make smarter decisions for the year ahead.

You can run this solo, or better yet, gather your practice owner, practice manager, lead technician, and a CSR who lives in the software every single day.

What is a veterinary software audit?

It's a short, focused review of all the software your hospital uses to run the business and care for patients. And let me be clear: the goal is not to switch everything out. The goal is to:

• Know exactly what you're using

• Understand what's working and what's not

• Spot gaps, risks, and wasted spend

• Turn what you learn into a simple plan for next year

In other words, you want to move from "I think we use a lot of software" to "We know our veterinary software stack, we know what it costs, and we know exactly what we're going to improve in 2026."

This 90-minute audit breaks down into three phases: Inventory, Evaluate, and Decide.

Phase 1: Inventory your vet software (about 30 minutes)

First things first: you need a clear picture of everything your team is actually using. Grab a spreadsheet, a Google Doc, or even a printed template. Just make sure it ends up in one central place you can update next year.

Pro tip: Turn this into a reusable template and store it with your other veterinary software documentation. Future you will thank you.

Step 1: List every tool, not just your PIMS

Start with the obvious stuff, then go hunting for the rest. You're looking for:

• Practice management software

• Client communication and reminder tools

• Online pharmacy and prescription management platforms

• Appointment scheduling and online booking tools

• Payments and financing tools

• Forms and intake software

• Telehealth and video consult platforms

• AI tools like scribes or chatbots

• Inventory management tools

• Reporting, analytics, and dashboard tools

• Any "one-off" vet software that only one department uses

Here's a trick: Ask your team, "What tools are open on your screen most days?" You'll uncover forgotten subscriptions every time.

Step 2: Capture the essentials for each product

For each piece of veterinary software on your list, jot down:

• Name of the product and vendor

• Primary use (scheduling, reminders, payments, whatever)

• Who uses it (roles or teams, not just individual names)

• How you pay (monthly, annual, per location, per user)

• Approximate cost per month or per year

• Contract renewal date or terms, if you know them

Don't stress about getting everything perfect. This is a working document you'll tighten up over time.

If you want structure, you can mirror the fields you see on VetSoftwareHub product pages so it's easy to compare your current tools with new options later.

Phase 2: Evaluate your veterinary software (about 40 minutes)

Once you've got your inventory, the real value comes from a quick and honest evaluation. You're looking for patterns, not perfection.

For each product, give it a simple Green, Yellow, or Red score across a few key areas. You can add a G/Y/R column for each item right in your spreadsheet.

Area 1: Reliability and performance

Ask your team: Does this vet software feel reliable day to day? Do we see frequent glitches, slowness, or downtime? Does it play nicely with our other tools, or does it cause conflicts?

Green means you rarely think about it because it just works. Yellow means it's mostly fine but has recurring hiccups. Red means it's a constant source of frustration.

Area 2: Workflow fit

Fancy features are meaningless if they don't fit your real workflows.

Ask yourself: Does this support the way doctors, techs, and CSRs actually work? Do we have to build workarounds to make it fit our processes? Are there important tasks that still require paper or manual steps because the veterinary software can't handle them?

Green means the tool fits your daily workflow well. Yellow means it's "good enough" but requires some workarounds. Red means it actively fights your workflow.

If you're not sure what "good" looks like, browse similar tools in categories like appointment scheduling, client communications, or practice management software on VetSoftwareHub and see how they describe ideal workflows.

Area 3: Usage and adoption

Some products just sit there, barely used, while you keep paying for them month after month.

Ask: Who's truly using this weekly or daily? Are we paying for seats or features nobody uses? Is there a simpler tool we already own that could do the same job?

Green means it's used regularly by the right people. Yellow means pockets of adoption while others ignore it. Red means almost nobody uses it, or nobody even remembers why you bought it.

Area 4: Team sentiment

Your team's emotional reaction to vet software is a huge signal. It affects morale and productivity in ways that don't show up on a feature list.

Ask: When you hear the name of this product, do you groan or smile? If we took this away tomorrow, would the team be relieved or upset? Has anyone complained about it or praised it in the last three months?

Green means people like it, or at least don't complain. Yellow means mixed feelings. Red means it's a frequent source of complaints or eye rolls.

Area 5: Vendor support and training

A good veterinary software vendor is a partner, not just a login screen.

Ask: When we need help, do we get timely, useful responses? Are training and onboarding resources easy to access and understand? Do we feel heard when we submit feedback or feature requests?

Green means support is responsive and helpful. Yellow means support is slow or hit-and-miss. Red means you dread opening a support ticket.

If you're evaluating a "Replace" option later, keep a running list of questions to ask vet software vendors during demos so you don't repeat the same mistakes.

Area 6: Data and security basics

You don't need to be a security expert to ask a few simple questions.

Ask: Does every former employee still have a login somewhere? Do we have shared passwords written down on sticky notes or buried in email? Do we use two-factor authentication where it's available? When was the last time we exported or backed up critical data?

Green means access feels controlled and sane. Yellow means you know there are loose ends. Red means you have a gut feeling that access and security are messy.

And if vendor emails are already cluttering your inbox, check out this guide on managing vendor outreach before the audit season gets busy.

Phase 3: Decide and create your 12-month plan (about 20 minutes)

Now you've got a clear picture of your vet software stack and how it's actually performing. The final step? Turn this into a simple, realistic plan for 2026.

Step 1: Sort every tool into four buckets

Take each piece of veterinary software and drop it into one of these categories:

Keep – Green across most areas. Delivers clear value. No major workflow or adoption problems.

Fix – The core product is good, but you need better training, configuration, or workflows. Examples: cleaning up templates, retraining the front desk, updating automations.

Replace – Red in multiple areas. Team sentiment is poor. Costs are high for the value it delivers. You can clearly articulate why it's not a fit.

Watch – Mostly Yellow. Not urgent, but you want to keep an eye on it over the next 6 to 12 months.

You don't need to replace every Red tomorrow. You just need to be honest about where each tool stands.

Step 2: Choose a few priorities, not twenty

The biggest mistake hospitals make? Trying to fix everything at once. Your team is busy, and big changes to veterinary software take emotional energy.

Pick:

• 1 to 2 "Fix" items to tackle in Q1

• 1 "Replace" candidate to research in the first half of the year

• A short list of "Keep" tools where you want to leverage more features you already pay for

That's it. If you finish those, you can always add more.

Need help prioritizing? Match your list against buyer guides like our scheduling software evaluation checklist, 10 questions for client communication software, or browse online pharmacy platforms and payment solutions to see what's available.

Step 3: Turn findings into simple action items

For each priority tool, write down plain-language next steps.

Examples:

• "By February 15, schedule a refresher training on our client communication software for CSRs, with a focus on reminders and texting."

• "By March 31, compare three alternatives for our current online pharmacy platform and schedule demos."

• "In January, clean up user access for all vet software, deactivate former employees, and turn on 2FA where available."

These are the kinds of tasks that actually get done, because they're clear, time-bound, and owned by a specific person.

If one of your action items involves reducing no-shows or phone volume, this guide on veterinary scheduling software that actually reduces interruptions walks through what to set up first. And if you're exploring AI tools, start with what AI messaging features actually save staff time before you get distracted by vendor promises.

Making this an annual habit

The first time you run an annual veterinary software audit, it might take the full 90 minutes and feel a bit messy. That's normal.

Next year? It'll be easier because:

• You already have an inventory list to update

• You know where your pain points tend to show up

• Your team understands the process and comes prepared

If you schedule this review every December or January, it becomes just as routine as budgeting and inventory count. Over time, you'll see:

• Fewer surprise renewals that lock you into another year

• Less wasted spend on underused vet software

• Happier teams who feel heard when they complain about tools

• Cleaner workflows that support better medicine and better client experience

For more structure, you can pair this with a free veterinary software audit template that you reuse each year.

Where VetSoftwareHub fits into your audit

When you decide a product belongs in the "Replace" bucket, you don't have to start from scratch.

Directories like VetSoftwareHub are designed to help you discover alternative veterinary software across all major categories, compare options side-by-side on detailed product pages, and shortlist a few that match your practice size, workflow, and budget.

Your annual audit tells you what needs attention. A focused vet software marketplace helps you figure out what to consider next, whether that's a better practice management system, smarter client communication tools, or AI solutions that actually deliver on their promises.

Run the 90-minute audit once, keep the habit going every year, and your software stack will slowly shift from "necessary evil" to "quiet advantage" for your hospital. And when you're ready to make changes, VetSoftwareHub is here to help you compare options without the sales pressure.