VetPulse / Unbilled Procedures
Veterinary unbilled procedures software
Completed appointments with no invoice, or a suspiciously low one, benchmarked against your own clinic's billing history — plus no-shows, cancellations, and revenue drops.
$199/mo, everything included. See pricing.
Revenue: this period vs. prior
Illustrative sample data — detection logic shown reflects the actual rules.
How unbilled/under-billed detection works
For every completed appointment, VetPulse compares the total actually billed against an expected charge for that appointment type. A completed appointment with $0 billed is flagged outright; one billed under 30% of its expected value (for higher-value appointment types) is flagged as severely under-billed.
The expected charge itself is derived from your own clinic's historical data — the median of your last completed, billed appointments in that category — once that category has at least 10 qualifying historical samples. Below that sample size, the comparison falls back to an industry benchmark table until enough of your own data has accumulated.
Real appointment-type labels rarely spell out a bare category name, so matching is keyword-based rather than exact-string: “Surgery Consult,” “Dental Cleaning,” and “Wellness Exam” all resolve to their respective category, checked most-specific-first so labels like “Emergency Surgery” resolve to the correct, pricier benchmark.
No-shows, cancellations, and revenue drops
A separate rule flags a 10%+ no-show rateonce at least 2 no-shows have occurred in the window, and estimates the dollar impact using your actual average transaction value (falling back to an industry benchmark if that isn't available yet). Cancellations are counted too, at a 50% assumed rebooking rate.
A third rule watches for revenue swings of 15% or moreversus the prior comparable period — as long as the move is at least $100 in absolute dollars, so small percentage swings on small numbers don't generate noise.
What this page does not claim
This page covers three specific, code-verified detectors — it does not claim to replace the broader “revenue leakage” category, which also includes underpricing, embezzlement risk, and lost growth from clients who never arrived. See the revenue leakage guide for that full picture.
Common questions
- How does VetPulse know what an appointment "should" have billed?
- It compares each completed appointment's actual billed total to an expected charge for that appointment type. Once a category has at least 10 historical completed-and-billed samples, the expected charge is your own clinic's median for that category — not a generic industry number. Categories without enough history fall back to an industry benchmark table until they build up enough data.
- What if our appointment-type names don't match your categories exactly?
- That's handled with keyword matching, not exact-name matching — "Surgery Consult" resolves to the Surgery benchmark, "Dental Cleaning" resolves to Dental, and so on, checked most-specific-first so a label like "Emergency Surgery" resolves to the pricier Emergency rate rather than the generic Surgery one.
- Does this replace general revenue leakage tracking?
- This page covers three specific, code-verified detectors: unbilled/under-billed appointments, no-show and cancellation loss, and significant revenue swings vs. the prior period. Underpricing, embezzlement risk, and new-client acquisition leakage are related but separate topics — see the revenue leakage guide for the full picture.
- What counts as a "significant" revenue drop?
- A decline of 15% or more versus the prior comparable period, with at least a $100 absolute dollar move — small percentage swings on already-small numbers don't trigger a finding.
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Definitions
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