The Hidden Costs of ‘Free’ Veterinary Software Demos

“Sure, we can give you a free demo, just pick a time that works for your whole team.”
Every veterinary professional has heard that line. But what exactly does that "free" demo really cost your hospital?

Why “Free” Often Means Expensive

The psychology of sunk time

Vendors know that if they can persuade you to block off thirty minutes or an hour, or even worse, an afternoon, for a demo, you’re more likely to feel committed to seeing the purchase through. That’s the sunk‑cost fallacy at work, and it stacks the deck in favor of the salesperson, not the clinician.

The power imbalance

Sales reps conduct demos every day; your team might evaluate software only once every few years. That mismatch means the vendor controls the pace, scope, and narrative. The longer the demo, the more control they gain, and the less objective your evaluation becomes.

Hidden Cost #1: Lost Clinical Hours

A typical small‑animal hospital books 4–8 appointments per veterinarian each hour. When you pull even two DVMs plus a technician out of rotation for a 60‑minute demo, you’re sacrificing 8–16 consultations, often worth $1,500–$3,000 in revenue.

Multiply that by the two or three demos most practices attend, and you’ve burned a week’s worth of profit that could have funded new equipment or staff continuing education.

Pro tip: Add up the average production value of each participant before you accept a demo invite. Seeing the figure in black and white makes it easier to protect your calendar.

Hidden Cost #2: Staff Burnout and Morale

Veterinary teams already juggle phones, curbside consults, prescription refills, and emotionally intense client conversations. Forcing them into a midday screen‑share can feel like salt in a wound.

• Cognitive overload: Switching from hands‑on patient care to user‑interface critique is mentally exhausting.
• Workflow disruption: Backlogs form the moment you pull techs off the floor.
• Perceived futility: If staff suspect leadership has already chosen a platform, the demo becomes performative and erodes trust.

Burned‑out staff are 3× more likely to resist new technology, even if it would ultimately lighten their load.

Hidden Cost #3: Opportunity Cost of Delayed Decisions

Every extra week spent scheduling and attending demos pushes back go‑live, which in turn postpones the benefits you want: faster check‑ins, automated reminders, or smoother inventory management.

Consider two clinics:

*Assumes $100/hour blended staff cost

Those seven extra weeks cost the demo‑heavy practice $7,000 in unrealized efficiency alone.

Hidden Cost #4: Biased Information & Endless Follow‑Ups

Demos are marketing theatre. Reps lead with glossy features and swerve around shortcomings. Post‑demo, the drip campaign begins: emails, calls, and “just checking in” texts that siphon more minutes from your day.

Even if you ultimately pass on the product, you’ll spend weeks deleting follow‑ups or rehearsing polite refusals. Time is money and sanity.