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Sitehound Vet is inventory management built for veterinary hospitals. Know what you have, where it is, and what it's worth. Reorder before you run out. Replace the controlled-drug binder with a DEA-ready digital log. Every count, transfer and dispense is recorded with a name on it, on the web or on the floor.
Most practices run inventory on a patchwork: a PIMS that's good at billing but weak at stock, a spreadsheet someone keeps updated (most weeks), a paper binder for controlled drugs, and a lot of memory. The result is predictable:
Overstock nobody notices until it expires.
The vaccine you thought you had, gone the morning of a full appointment book.
Product leaves the shelf and never reaches an invoice.
A DEA inspection means hours with a binder and a calculator, hoping the balances add up.
Sitehound Vet replaces the patchwork with one system that tracks every unit, every movement and every dollar.
Sitehound tracks inventory by location, from the hospital down to the room, cabinet and bin. Each unit carries its location, status, lot, expiry and a full history of who did what to it.
An Inventory Health strip sits at the top of the inventory screen: value on hand, out of stock, low stock, lots expiring in the next 30 days, and dead or slow stock. Click any tile to see the items behind it.
Demand Planning watches what your practice actually uses and turns it into a daily reorder worklist that accounts for lead times, seasonality and your target service level. Tick the items you want, adjust the quantity, pick a vendor, and Sitehound drafts the purchase order. It orders in the units you buy, so 104 tablets becomes 9 boxes, not 104.
Supplier access, built in
Give your vendors and suppliers their own portal access, so purchase orders, deliveries, and supplier communication live in one place instead of scattered across email and phone calls. Each supplier's pricing, pack sizes, and lead times stay attached to the items you buy from them.
Set a DEA schedule on an item and from then on every receipt, transfer, dispense and waste is written to a perpetual log with a running balance, per drug, per location. The ledger is the custody record: if the ledger write fails, the inventory action fails too. Nothing is skipped.
“Show me what you have, what you've used, and who handled it.”
The date on the box only applies while the product is sealed. Once a vial is punctured, reconstituted or taken out of the fridge, Sitehound starts its in-use clock. The container gets its own label with a discard-after date and time, and scanning an expired container is blocked on both web and mobile. Rules come from product labeling and USP compounding standards, and your practice reviews them before anything takes effect. When several rules apply, the shortest wins, and no date is ever set past the manufacturer's expiration.
Log fridge and freezer temperatures per location. Each location's allowed range is set by the tightest range among the items stored there, and any reading outside it is flagged as an excursion so the stock gets checked before it's used.
Type a recalled lot number and see every on-hand unit carrying it, with item, location and quantity. A separate expiring worklist ranks aging stock by units and dollars at risk, with one-click return to vendor.
The Financial dashboard gives owners and practice managers the money view of inventory, calculated from data Sitehound already tracks. Hover any tile to see exactly how it's calculated.
The cash on your shelves.
Your cost-of-goods proxy, meaning what actually left the shelf.
The single best “is inventory well-managed?” number (most practices target 30–45).
Money already spent that hasn't arrived yet.
Product billed in ezyVet whose stock never came off the shelf, or the reverse. Charge capture, with a dollar figure on it.
Expired and disposed stock, at cost.
SitehoundVet, the companion app for iOS and Android, puts scanning, counting, receiving and moving stock in your hand. Every step comes from a guided form your practice configures, one question at a time, so it's usable one-handed next to the patient. Everything you submit lands in the same history as the web app.
Inventory isn't only what's on the shelf. The anesthesia machine, autoclave, refrigerators, washer and dryer, and even the clippers all need inspections, maintenance, and repairs. Sitehound tracks your equipment alongside your stock, so nobody has to rely on a paper calendar taped to the machine.
Example work orders
Anesthesia machine — annual vaporizer service
Maintenance · Equipment vendor
Scheduled
Autoclave inspection
Inspection · Recurring monthly
Due this week
Medical waste pickup
Service · Recurring weekly
Scheduled
Exam room clippers — repair
Repair · Checked against warranty
In progress
Exam room 2 — replace light bulb
Facilities
Open
Sitehound AI is an assistant built into the app that answers from your live data and the official feature guides. Ask in plain English and get an answer, a chart or a query. It only sees what you're allowed to see, and anything it drafts is saved as a draft for you to review.
For deeper questions, Query Builder joins datasets (inventory, items, purchase orders and more) through a step-by-step builder, an “Ask AI” mode that shows you the query before it runs, or raw SQL for power users. Save queries and schedule them as emailed reports.
Cycle counts are scheduled automatically by classification, so high-value, fast-moving items are counted often and slow movers less often. Counters see what's due today, count it, and the system flags variances and asks for a recount when needed. Scheduled and quick audits compare what's on the shelf against a snapshot of what should be there, for serialized and bulk stock in the same audit.
A Needs Attention hub puts everything pending in one place: reorder recommendations, low stock, expiring lots, late backorders, unreturned credits, open audits and controlled-substance discrepancies. Administrators also get a daily briefing when something needs action.
Manual integrations bring counts in from systems with no live connection, such as Cubex, Omnicell or Pyxis reports, distributor stock lists, or a spreadsheet. Upload a CSV, Excel or PDF file, preview the result, and apply it as a physical count with a full audit trail.
Data Import brings over your records and their history: users, items, inventory, past activity and demand. Demand Planning can forecast from day one instead of waiting months for usage to build up. Imports can be re-run safely, and nothing is duplicated.
Every stock action, approval and count is recorded with who, when and what changed.
Down to the action level, including separate rights to view costs, write raw SQL or override a beyond-use date.
See who exported what and when, with alerts on unusual volume or off-hours pulls.
Single sign-on (SAML) and two-factor authentication.
Each organization's data is kept in its own separate database schema.
For integrations, with published documentation.
Inventory value, days on hand, waste and missed charges at a glance
One worklist for reorders, expiries, audits, discrepancies and work orders
Demand-planned reorders, PO import, vendor pricing and receiving
A witnessed controlled-drug log that works on the farm call
A scanner app for counting, receiving and moving stock on the floor
Book a 30-minute walkthrough with real veterinary data: controlled substances, demand planning, the financial dashboard and the scanner app.