Stop Losing Hours to Manual Quote Creation Automate It with AI Precision
Veterinary clinics waste up to 15 hours per week on repetitive quote drafting and client follow-ups. Our custom automation slashes that time by 80%, delivering instant ROI through streamlined billing and enhanced patient care focus.
Join 250+ healthcare practices with 40% efficiency gains
The "Manual Quoting" Problem
Endless manual data entry for pet treatment estimates, such as spay/neuter procedures or routine vaccinations, delays client consultations by up to 30 minutes per case
Inconsistent pricing across services like vaccinations or surgeries leads to revenue leaks
HIPAA compliance risks in handling sensitive pet owner data, including medical histories and payment details, during quote revisions for chronic conditions like diabetes management
Follow-up reminders for quote approvals overwhelm receptionists during peak hours
Custom add-ons for exotic pets or emergencies, such as avian diagnostics or trauma stabilization, require time-intensive recalculations using outdated fee schedules
Integration gaps between clinic management software like ezyVet and billing systems like AVImark cause quote discrepancies in procedure coding for surgeries or lab tests
Our Custom AI Solution for Veterinary Quote Automation
With over a decade in healthcare AI integrations, we've empowered 150+ clinics to own their workflows, not rent them.
Why Choose Us
We build a tailored AI system that ingests your clinic's service catalog, patient records, and pricing rules to generate precise quotes in seconds. Unlike off-the-shelf tools, this is engineered for your exact needs—handling everything from routine check-ups to specialized orthopedic procedures. HIPAA-compliant by design, it ensures secure data flow while integrating seamlessly with your EHR and billing platforms. Short on time? We deploy in weeks, not months.
What Makes Us Different:
Unlock Quantifiable Gains for Your Clinic
Save 12+ Hours Weekly on Admin Tasks
Save 12+ Hours Weekly on Admin Tasks: Receptionists spend less time typing estimates for spays, dental cleanings, or radiology imaging, redirecting efforts to walk-ins and follow-ups. Clinics report a 35% productivity boost, translating to $15,000 annual savings in labor costs, based on average 5-vet practices handling 200+ estimates monthly.
Achieve 25% Faster Quote-to-Billing Cycle
Achieve 25% Faster Quote-to-Billing Cycle: AI generates compliant quotes instantly for services like flea treatments or orthopedic surgeries, reducing approval waits from days to hours. This accelerates revenue collection—veterinary practices see cash flow improve by 20%, with fewer overdue payments on elective procedures, enabling quicker restocking of pharmaceuticals.
Ensure 100% HIPAA-Compliant Operations
Ensure 100% HIPAA-Compliant Operations: Built-in safeguards protect pet owner details, including allergy records and vaccination histories, during quote sharing via encrypted portals, minimizing breach risks. Our system logs all accesses with audit trails, helping clinics avoid fines up to $50,000 per violation while maintaining trust—essential for handling sensitive cases like chronic illness management in multi-pet households.
What Clients Say
"Before AIQ Labs, our team was buried in quote revisions for emergency surgeries like fracture repairs or wound debridements, eating into our evenings and weekends. Now, quotes pop out accurately in under a minute with integrated imaging costs, and we've cut follow-up calls by half. It's freed us to focus on the animals during our busiest seasons."
Dr. Emily Chen
Lead Veterinarian, Paws & Claws Veterinary Clinic
"We integrated this with our existing ezyVet software last quarter, and billing errors for routine wellness plans or lab panels dropped from 15% to under 2%. The ROI hit within two months—saved us about 10 hours a week on quotes for preventive care visits. Real game-changer for our busy three-location practice serving 5,000+ clients annually."
Mark Rivera
Practice Manager, Healthy Hounds Veterinary Group
"As a small clinic dealing with exotic pets, custom quotes for parrot beak trims, reptile metabolic bone disease treatments, or emergency enclosures were a nightmare involving manual pharmacy cross-checks. Their AI handles it flawlessly with auto-updated drug pricing, and the secure portal has impressed clients. We've seen a 20% uptick in accepted quotes since implementation three months ago."
Dr. Sarah Patel
Owner and Exotic Animal Specialist, Exotic Care Veterinary Center
Simple 3-Step Process
Discovery and Customization
We audit your clinic's workflows, from intake forms to service pricing, to map out a bespoke automation blueprint. This ensures every detail—like emergency surcharges—is covered without disrupting daily operations.
AI Build and Integration
Our engineers code the system using advanced frameworks, linking it to your EHR for seamless data pulls. HIPAA protocols are embedded from the start, with testing on real scenarios like vaccination series quotes.
Deployment and Optimization
Go live with training for your staff, then monitor performance for the first month. We tweak based on feedback, like refining outputs for dental procedure estimates, to hit peak efficiency.
Why We're Different
What's Included
Common Questions
How does this automation ensure HIPAA compliance for veterinary patient data?
Our system is built with end-to-end encryption and role-based access controls, aligning with HIPAA standards for protected health information—even for pets under owner records. We conduct a compliance audit during setup, anonymizing data in quotes while logging all interactions. Unlike plug-and-play tools, we customize audit trails to meet veterinary-specific needs, such as sharing allergy histories without exposing full records. Clinics using our solution report zero compliance issues in annual audits, saving thousands in potential fines.
What types of quotes can the AI handle in a veterinary setting?
From routine wellness exams and vaccinations to complex surgical estimates like TPLO procedures or chemotherapy plans, our AI processes your clinic's catalog dynamically. It factors in variables like pet age, breed-specific risks, and add-ons such as radiographs. For emergencies, it generates provisional quotes in seconds, pulling real-time availability from your inventory. We've tailored it for specialties too—think avian diagnostics or equine dentistry—ensuring accuracy that boosts client trust and acceptance rates by up to 30%.
How long does implementation take for a small veterinary clinic?
Typically 4-6 weeks from discovery to full deployment, depending on your current systems. We start with a one-week audit of your workflows, then build and test the AI over two weeks, followed by integration and staff training. For a solo vet practice, it's often faster—under a month—since we avoid overcomplicating simple setups. Post-launch, we provide two weeks of monitoring to optimize, like fine-tuning quote templates for flea prevention packages. This phased approach minimizes disruption during busy seasons.
Can this integrate with our existing clinic management software?
Absolutely. We specialize in two-way API integrations with platforms like IDEXX Cornerstone, Pulse, or Vetport, ensuring quotes sync bidirectionally without manual entry. For instance, patient visit notes auto-populate into quote drafts, and approved quotes feed directly into billing. If your software lacks native APIs, we build secure bridges using custom code. This eliminates the 'subscription chaos' of mismatched tools, creating a unified system that saves 10-15 hours weekly on data reconciliation alone.
What kind of ROI can a veterinary clinic expect from this automation?
Most clients see payback within 2-3 months through time savings and error reduction. A mid-sized clinic might save 12 hours per week on quoting—valued at $300-500 in staff wages—while cutting billing disputes by 40%, adding $10,000+ to annual revenue. We include ROI dashboards to track metrics like quote turnaround time and conversion rates. For example, one practice recouped our fee in six weeks by accelerating elective procedure bookings, like spay/neuter packages, during off-peak hours.
Is the system customizable for multi-location veterinary practices?
Yes, we design it to scale across locations with centralized pricing rules and location-specific tweaks, like regional vaccine costs. The AI aggregates data from all sites into a single dashboard for oversight, while allowing per-clinic customizations—think urban vs. rural service mixes. Security is paramount; each location has isolated access to prevent cross-contamination of records. Practices with 3-5 sites report 25% efficiency gains clinic-wide, with seamless quote sharing for referral cases.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.