Veterinary services invoice
Invoice template for vets and pet clinics: animal health examination, diagnostic laboratory testing and treatment services. Download it as Excel or Word.
Templates by industry
- Animal health examination
- Diagnostic laboratory testing
- Treatment services
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Animal health examination" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Treatment services". Confirm completed services and quantities with the customer and retain the handover record.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Veterinary bills often go to someone other than the person in the consulting room: a pet insurer, a farm office, a rescue charity or a breeder. This invoice keeps the examination, the laboratory work and the treatment on separate lines with the patient's name and visit date, which is the breakdown an insurer or a charity normally asks for, without copying clinical notes onto the bill. Medicines dispensed can be added as their own lines with quantity and strength.
Fields to prepare
- Deliverables and line items
- Animal health examination, Diagnostic laboratory testing, Treatment services: record the quantities actually supplied and the service period.
- Animal health examination
- Name the patient, species and owner account, and bill a follow-up check at its own price if your practice charges less for it than for a first consultation.
- Diagnostic laboratory testing
- List each test or panel as the laboratory names it, and mark tests sent to an outside lab, whose results may arrive after the invoice.
- Treatment services
- Describe the procedure in plain words, such as wound cleaning and dressing, and put drugs and consumables on separate lines with quantities.
- Intake and service
- Record the intake reference, service date, quantity and agreed service scope.
- Extras and handover
- Separate approved extras, supplied items and the completion or handover time.
- Scope to agree
- Record the visit reference and quantities of examinations, tests and treatment services, keeping detailed clinical records separate from billing.
Before sending
- Does “Animal health examination” show the quantity actually supplied, not the quantity first quoted?
- Is “Diagnostic laboratory testing” charged at the rate the customer agreed to, with any change approved?
- Is “Treatment services” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Reconcile the booked scope with any extra services actually supplied.
- Check that services included in a package have not also been billed separately.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Animal health examination | 6 × $180.00 | $1,080.00 |
| Diagnostic laboratory testing | 4 × $2,400.00 | $9,600.00 |
| Treatment services | 8 × $95.00 | $760.00 |
| Subtotal | $11,440.00 | |
| Sales tax (8%) | $915.20 | |
| Total | $12,355.20 | |
Net amount $11,440.00, sales tax $915.20, total payable $12,355.20.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I invoice when the owner claims from pet insurance?
Address the invoice to the owner, who is your client, and add the policy number in the notes if the owner gives it. Itemise every line with its date; the insurer decides what it reimburses, so unless you have agreed direct billing, the owner pays you on your usual terms.
Can one invoice cover several animals from the same herd or household?
Yes. Add the animal's name or ear-tag number to each line, or group the lines under each animal, so the owner can see which costs belong to which. A farm often needs the tag numbers to match treatments with its own records.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $915.20 on a net amount of $11,440.00, for a total of $12,355.20. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Veterinary services invoice: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.