📝 Overview
Get your practice set up for January 1st with this quick, end-of-year article. Use it as a fast pass to confirm settings, tidy up billing, and prep reports so your team—and your accountant—start the new year smoothly.
📑 Administrative
This section focuses on the administrative tasks for year-end preparation, including reviewing account settings, staff access, and tax rate updates.
Click the arrow to learn about administrative tasks
Click the arrow to learn about administrative tasks
Verify Practice Settings: Confirm hours and each provider’s schedule are correct for the new year.
Set Holiday/Special Hours: Add closures and modified hours to the calendar.
Review Staff Access: In Settings → Staff, confirm active/deactivated users.
Audit Roles & Permissions: Ensure each role has appropriate access by reviewing the Permissions tab in the settings.
Update Pricing & Taxes: Adjust prices, service fees, and tax rates effective Jan 1st
💡 Utilize our Blocked Times feature that allows you to define periods when your veterinary practice is unavailable for appointments.
💡 Click the button below to learn more about Staff & Permissions.
💵 Billing, Payments & Reporting
Make sure your financials are in order before year-end by reconciling outstanding balances, reviewing reopened invoices, and finalizing sales reports.
Click the arrow to learn about billing and payment tasks
Click the arrow to learn about billing and payment tasks
Reconcile Receivables: Clear outstanding balances in Reports → Billing → Accounts Receivable.
Clean up Invoices: Review Open/Reopened Invoices and apply payments where appropriate.
Prepare Accounting Reports: Generate Sales Reports (by provider, item, or category), AR Report, and Sales Tax Report (if applicable). These reports are found under Reports → Billing.
Run & Export on Dec 31: Save year-end copies of Accounts Receivable Report and Inventory Summary.
Share Externally: Send reports to your accountant or tax preparer if needed.
💡 Version & date your exports: Include “_YearEnd_2025” in filenames for easy retrieval.
💡 Click the button below to learn how to create account statements for clients.
💊 Inventory
Keep your inventory accurate by completing a physical count, updating quantities, and reviewing item settings as needed.
Click the arrow to learn about inventory tasks
Click the arrow to learn about inventory tasks
Physical Count: Conduct an on-hand inventory count.
Adjust Quantities: Update counts in DaySmart Vet to match physical stock.
Review Item Settings: Check pricing and reorder thresholds (Actions → Alerts).
Inventory Summary Report: This report lists all your inventory items, balances and their prices, excluding any fees.
💡 Want to streamline item actions & workflows? Click the button below for a refresher or to learn about the different inventory item actions that can be applied.
💡 Click the button to learn more about Adjustments.
🦮🧍🏽♀️Patient & Client
It’s a good idea to remove or inactivate clients and patients who haven’t visited within your clinic’s defined timeframe.
Click the arrow to learn how to remove or inactivate patients and clients
Click the arrow to learn how to remove or inactivate patients and clients
Delete Inactives: Review and deactivate inactive clients and patients to keep records current. You can find inactive patients under Reports > Patients > Inactive Patient List. Inactive clients are found under Reports > Clients > Inactive Client List.
Inactivate Lapsed Clients or Patients
Use the Lapsed Clients report to identify clients who have not had a check-in or scheduled appointment within your chosen timeframe (12, 18, or 24 months). Review these records to determine whether they should remain active or be marked as inactive.
To ensure accuracy:
Run the Active Engaged Clients or Active Engaged Patients report to confirm which clients have had both an appointment and a transaction within the same 18- or 24-month period.
Compare results with the Lapsed Clients report to identify inactive or unengaged clients.
Update client and patient records accordingly, marking those who have not engaged in the defined period as inactive.
➕ Add-Ons & Integrations
Take time to review your Add-Ons to see if there are any new or existing options you’d like to use in the new year. Also, review your current integrations and update any settings or credentials as needed.
Click the arrow to learn about Add-Ons & Integration tasks
Click the arrow to learn about Add-Ons & Integration tasks
Refresh Credentials: Update any expired vendor or integration logins.
Review Wellness Plans: Update templates to include new services for the year.
Review Add-Ons: Check out our native Add-Ons to see if there is any feature that you may be interested in. Navigate to Settings > Add-Ons.
💡 If you would like a quick demo on any of our add-ons, please reach out to [email protected] to schedule a time.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
1. What report can I use to create a list of my top clients?
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Click the arrow to see the answer
We recommend using the Total Billed and Collected by Client report. Filter it for your desired date range, then download it as a data table and open it in a program like Excel. From there, you can sort the data from high to low using either the Total Billed or Total Collected columns.
2. How do I close the calendar for specific days during the holidays?
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Click the arrow to see the answer
Go to Settings → Configurations → View Clinic Hours and select the Blocked Times option on the left. This allows you to set recurring blocks for any holiday. Click here to learn about blocked times.
3. How can I send out a year-end message or holiday greeting to all clients?
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Click the arrow to see the answer
We don’t currently offer a built-in way to send mass emails or texts. However, you can use the Active Client List report, export it, and copy your clients’ email addresses from the file to Bcc them in a group email.
4. Which reports can I use for a year-end report for accounting or tax purposes
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Click the arrow to see the answer
Billing Section of Reports:
Accounts Receivable Reconciliation: This report provides a summary of payments, invoices and taxes to help you reconcile changes in accounts receivable balance for the selected period. Please note that payments will net out any refunds. Also please note that the date used for data inclusion in this report is the invoice date.
Accounts Receivable: This chart shows the total amounts that are currently past due and how far past due these amounts are. Use this information to monitor potential collection issues and to manage your cash flow.
Sales Tax Summary: Summarizes sales tax collected by jurisdiction for the selected time period, net of write-offs. Fixed discounts are not deducted from totals. This report is based on the date the item was invoiced, not the date of the invoice.
5. What is the Sales Tax Summary report and how does it work?
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Click the arrow to see the answer
You can find the Sales Tax Summary under Reports > Billing and filter it as needed. This report shows the total sales tax applied to your sales, along with a breakdown of taxable sales (totals that have tax applied) and non-taxable sales (totals that do not). You can see the total tax collected separately, along with your sales totals that include tax.
6. My non-taxable sales amounts are higher than taxable totals, what may be causing this ?
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Click the arrow to see the answer
Depending on your jurisdiction, there may be more non-taxable items than taxable ones, resulting in higher non-taxable totals. This is common, as many jurisdictions do not tax all items. Please refer to your local tax authority for official rates. Click here to learn about configuring taxes in your system.
7. I have multiple taxes set up, but only a few appear in the report. Why?
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Click the arrow to see the answer
This may be due to the filter settings on your report. Make sure the correct date range is selected. If a tax wasn’t applied to any items during that period, it won’t appear in the report.
8. Can I generate a year-end revenue summary report by provider?
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Click the arrow to see the answer
Yes, under Reports > Billing, utilize the Sales By Provider (Summary) report. This report summarizes a provider's production for the selected time period by category, net of taxes. Fixed discounts are not deducted from totals.
9. How do I find out how much inventory I have on hand?
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Click the arrow to see the answer
Clinics can use the Inventory Summary report; however, since this report updates continuously, it’s best to generate it on the very last day of the period—typically the last day of the year.
10. How can I find the total value of the inventory that I have?
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Click the arrow to see the answer
Use the Inventory Value / Cost of Goods Sold report which will list inventory value based on cost. Make sure to filter for the desired timeframe.
11. What is the best way to handle year-end inventory adjustments?
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Click the arrow to see the answer
After completing your physical inventory count, navigate to each item to make the necessary adjustments. The best practice is to first adjust quantities at the purchase level to match the proper lot number, then make any overall corrections from the Adjustments tab. Click here to learn more about adjustments.