emberVetDocumentation

Set up your practice

The one-time setup that makes daily work fast: practice details, team, services, pricing, and tax.

A little setup up front saves a lot of clicking later. This page is a checklist that walks you through it in a sensible order. You can stop after the Essentials and start working — the rest can be filled in as you go.

Most of these live under Settings in the top navigation. You'll need an Admin role for some of them (see Roles & permissions).

Essentials (do these first)

  1. Practice profile — your practice name, logo, address, and time zone. Settings → Practice settings. The time zone matters: it's how decavet shows appointment times correctly. See Practice profile.
  2. Your own profile and availability — your name and the hours you work. Settings → My Schedule. This shapes the calendar. See Set your availability.
  3. Services and prices — the list of things you charge for (exams, vaccines, procedures). Settings → Service catalog. decavet seeds a starter list for equine practices; edit the prices to match yours. See Service catalog.
  4. Tax — if you charge tax, add your tax rate(s). Settings → Tax rates. See Tax rates.

Important: Until you set real prices, decavet flags your catalog with placeholder prices and shows a reminder on your dashboard. Set them before you send your first invoice.

  1. Invite your team — add other vets, technicians, and office staff, and pick each person's role. The Members page (top navigation → your account). See Team members & roles.
  2. Payment methods — choose which ways you accept payment (cash, card, check, e-transfer). Settings → Payment methods. See Payment methods.
  3. Invoice branding — your logo, colors, and footer on invoices. Settings → Invoice branding. See Settings overview.

Fill in as you grow

  • Categories to organize your services and inventory — Settings → Categories.
  • Service bundles for one-click groups of services — Settings → Service bundles.
  • Discount profiles for recurring discounts (seniors, multi-horse, etc.) — Settings → Discount profiles.
  • Visit types to match how your practice describes calls — Settings → Visit types.
  • Species if you treat animals beyond horses — Settings → Species.
  • Inventory items and storage locations — see the Inventory guides.
  • Email & sending so invoices and reminders come from your address — Settings → Email.
  • Import data to bring contacts and patients from another system — Settings → Import data.

You'll know it's working when…

Your dashboard no longer shows the "placeholder prices" reminder, your name appears on the calendar with your hours, and creating a test invoice shows your real services and tax.

Next steps