What's New

Payment link emails for a single invoice now include the invoice as a PDF, so clients can see what they’re paying for before they pay. The new Item report replaces three separate reports, so you can see item sales and discounts in one place. We’ve also fixed an issue that caused some health plan subscriptions to be charged twice a month. All changes are rolling out over the next few weeks.

New feature: Invoices are now included with payment link emails

When you send a Provet Pay link to a client, the email now includes the invoice attached as PDF. This means your client can see exactly what they are paying for at the point of payment.

What’s changed?

Previously, the payment link email only included a total amount and a link, and clinics had to send out the invoice as a separate email.

Now, the invoice is attached as a PDF in the same email as the payment link. The client can see an itemized list of charges before they pay, which means fewer calls to reception asking about payments and no second email to send the invoice.

Which emails does this apply to?

This update impacts pay link emails for a single finalised invoice, sent from Provet or from an integration.

This change does not apply to mass payment links, prepayment links and SMS pay links. It also does not apply to Invoice Express invoices (Portugal).

How does it work?

• When you send the email from the pay link dialog or through the REST API, the invoice will be attached automatically. The API request and response haven’t changed.
• The invoice is marked as “sent by email” in its event log, so staff can see it went out.
• The automatic invoice email after payment is no longer sent. Clients only receive one invoice.
• If the PDF can’t be generated, the email still goes out with the pay link. The invoice is not marked as sent, and the normal invoice email will follow after the payment has been made.

What do I need to do?

There’s nothing you need to do to set up or turn on for this feature. We’ll be rolling it out over the next few weeks and it will switch on automatically for each clinic as it goes live.

📚 Check out the full help article: Online Payments (Pay-by-Link)

New feature: Item sales and discounts in one report

The new Item report shows every invoice line in one place: what was sold, on which invoice, to which client and patient, by which veterinarian, and at what price and discount. It replaces the three separate reports for Item Sales, Discounts and Discount Invoices.

What’s changed?

Previously, item sales and discounts were split across three reports, each with its own filters and exports. To get the full picture, you had to run them all one by one.

Now, everything is visible in one place, which makes it easier to quickly identify which services bring in the most revenue or which items are discounted most often, without switching between reports or manually combining the exports yourself.

Which reports does this replace?

The Item report replaces Item Sales, Discounts and Discount Invoices.

It does not replace the Invoice report, which shows totals for each invoice rather than each item. The Item Price Change report also stays as a separate report.

How does it work?

• A bar at the top shows items sold, gross revenue, net revenue, total discounts, discount rate and average item value for the period you’re viewing.
• Saved views give you a quick start, including views that match the three old reports, plus views by veterinarian, item category and credit notes.
• Group results by veterinarian, client, clinic, item type, subgroup, item, discount source type or invoice.
• Choose which columns to show, and add filters to narrow down the results.
• Export to CSV, Excel or PDF, schedule the report to run regularly, or share it with colleagues.

What do I need to do?

There’s nothing you need to set up or turn on. We’ll be rolling out the Item report over the next few weeks, and it will appear in Reports for each clinic as it goes live.

📚Check out the full help article: Overview of the Item Report

Fix: No more duplicate health plan charges from API integrations

Some health plan subscriptions were being charged twice a month, when an API integration posted payments to a subscription Provet was already billing. The REST API now rejects health plan payments on any subscription whose payment method isn’t Not specified or External payment, and returns a 400 error. This check is being switched on for each affected organisation manually.

Admit patients straight from the consultation page

You can now admit a patient in one short dialog without leaving the new consultation page. Use the Mark as inpatient button in the footer, or choose Inpatient as the consultation type. In the dialog you can set:

• Ward, cost centre and patient location, when configured for your department
• CPR status, shown in the dialog header so your team can confirm it at admission
• Smart Flow treatment template, for clinics using Smart Flow, so the flowsheet opens on the right template (such as Surgery or TPLO). If you don't pick one, the patient goes to Smart Flow's default template. Smart Flow needs a patient weight, so you'll be asked to add one if it's missing.

Good to know:

• Hospital mode must be enabled for the department.
• The consultation must have one patient and must not be finalised or already inpatient.
• Farm visit, boarding and pet service consultations can't be admitted.
• Marking as inpatient is one-way. It can't be undone once a clinical note has been added.

📚 Help docs
- Overview of the new consultation workflow

Set the right price with conditional pricing

Set a pricing rule once, and Provet applies it automatically when items are added in consultations and counter sales. For example, "if the item is X, used like Y, for species Z or in location L, change the price or fee like this."

This release adds two things:

• Handling and injection fee rules. Exclude these fees, or swap in a different fee item, based on conditions such as farm work versus small animal work.
• Part-pack markup. Add extra markup when only part of a box or bottle is used.

Markup rules stack on top of an item's standard markup. A standard 100% markup plus a 20% rule for a given species gives 120% when the conditions match, and 100% otherwise.

You can keep one consultation or procedure item instead of duplicating it for every species, and price changes happen once. You can also target rules to all locations, specific clinics or clinic groups. When a rule may change the final price, a warning banner appears in the consultation item modal.

Where to find it: Catalog → Items → Conditional pricing tab (moved from Settings).

Before you start: rules for handling and injection fees only work when those fees are added as separate line items on the invoice, not combined into the medicine price. If you currently use combined fees, switch first. Markup rules work either way.

📚 Help docs:
- Set up conditional pricing
- Migration guide: handling and injection fees

Navigate faster with familiar keyboard shortcuts

Provet's keyboard shortcuts now follow the patterns you know from other web tools, and each shortcut is shown where you use it, in the sidebar and in Quick actions.

• / opens Search
• Ctrl/⌘ + K opens Quick actions
• G then D goes to Dashboard, and C then C creates a new client
• G then N opens Notifications and G then T opens Tasks. In the new layout they open as a side panel, so you stay on the page you're working on.

You don't need to change anything. Your existing Alt shortcuts still work, they're just no longer shown in the app. For two-key shortcuts, press the first key, let go, then press the second within about a second. Shortcuts are ignored while you're typing in a text field. On keyboard layouts where typing / needs AltGr, use Alt + S or Quick actions to search.

📚 Help docs
- Command Menu and Keyboard Shortcuts

Filter and preview health plans faster

The health plan dashboard overview page now runs on the new frontend, so it loads faster and is easier to work with on large plan lists.

• Narrow the list with filters for client and patient status, species, payment method, last item used, and cancellation date and reason.
• Sort across the main columns.
• Preview a patient's activity in a popout showing their last consultation and recent plan items, without leaving the page.
• Spot clients who aren't using their plan with the "No items used" date filter.

Only the overview page has moved. The Payments page is unchanged.

A client calls with a microchip number and half a memory of how their surname is spelled. Search now finds the record anyway, and it comes back faster. The new Consultation Report brings wait times, consultation duration, and revenue into reporting, so you can see where your day goes and what it earns.

You can also correct a prepayment taken by mistake, anonymize inactive client records in bulk, and import payments against your own payment methods.

New

Cancel a prepayment taken by mistake

For: Front desk and finance teams

A prepayment registered in error used to leave you one option: refund it. That put a transaction on the record that never really happened, and client account balances drifted away from reality.

Now you can cancel a prepayment, as long as none of it has been used. It works the same way as canceling a payment, including on the invoice screen, so there's nothing new to learn. The cancellation books a reversing entry and nets against the original in the same end of day period, so your reports and ledger still balance.

Partly used prepayments aren't affected, and refunds work exactly as they did before.

Anonymize inactive client records in bulk

For: Practice admins

Retention rules have always been easy to set and hard to act on. Clearing out old client records meant raising a request and waiting for someone to work through them one at a time.

You can now do it yourself, in Settings under GDPR and retention settings. Set your retention and inactivity periods, exclude any client types you need to keep longer, and Provet shows you exactly how many records match before anything happens. Type ANONYMIZE to confirm, and the whole set is anonymized in one run.

Records aren't deleted. Consultation and transaction history stays in place for reporting, with personal data stripped out. Anonymization is permanent and can't be undone, so set your criteria deliberately and check the preview count first.

Improvements

Search finds the record from whatever the client gives you

For: Everyone

Search now runs on a dedicated search index instead of querying your database directly, so results come back faster and stay fast as your records grow.

It's also much less fussy. Word order doesn't matter, part of a word is enough, and a misspelled name still finds the right record. You can search on the details clients actually give you: microchip, passport or registration number, street address, postcode, stable or yard name, item code, tag, or category.

Clients and their pets now appear together in one list, one row per owner with their pets underneath, instead of two separate lists to check.

Help: Super Search

See where consultation time goes, and what it earns

For: Practice leaders

Reporting on consultations took too long and didn't show what you needed to see. The old Consultation Count report was a flat list, so understanding workload, spotting bottlenecks, or working out which services actually bring in money meant exporting it and rebuilding the analysis in a spreadsheet.

The new Consultation Report does that work inside Provet. You get consultation volume and consultations per veterinarian, average wait time from admitted to started, average duration from started to finished, and your first-time versus repeat client mix. Revenue sits alongside it, so average revenue per consultation is there, broken down by veterinarian or by complaint type. Group and filter by department, veterinarian, patient type, complaint, status, or client type.

It behaves like the reports you already use, with a metrics bar, saved views, grouping, filters, and export, schedule, and share actions. Find it in Reports, under Consultations.

Import payments against your own payment methods

For: Finance teams and head office

Bulk imports could only be recorded as a bank payment or an insurance claim. Anything else, like debt collector recoveries or bad debt write-offs, had to be handled invoice by invoice at clinic level, which made central oversight difficult.

You can now target each row of an import against your own custom payment methods. Add an optional payment_method column to your file and each row is matched by name. An admin decides which custom methods are available in the importer, so finance only sees the ones that matter.

A few things got easier too. Invoice search works with the invoice number exactly as it's displayed, unmatched rows show the invoice number from your file, and column headers are matched whatever the case, spacing, or underscores.

One name change to note: the Bank Payment Processing Report is now called the Bulk Payment Importer. Same report, same access, same permissions.