Businesses

Not every pet owner is an individual. Shelters, boarding facilities, breeders, and rescue organizations often bring in multiple animals under one account. Suppliers provide your inventory stock. Referral clinics send patients your way or receive them from you. viggoVet handles all of these through the entities feature, which gives each entity its own profile with patients, billing, inventory tracking, and documents.

Opening the Entities List

Click Entities in the main sidebar under the ACCOUNTS section. The Entities List page loads with a table showing all registered entities.

Table columns:

Use the Sort By dropdown and Search field to find specific entities.

Adding a New Entity

1. Click the Add Entity button in the top-right corner of the Entity List page.
2. The Add Entity modal opens so you can add the entity’s information
3. Click Submit to create the entity, or Cancel to discard.

The new entity appears in the list immediately.

Adding Entity’s Information Table:

The Entity’s Details Page

Click any entity name in the list to open its details page. The layout shows the main information card on the page’s top, then tabs for patients, billing, remaining inventory and documents/ attachments. On the left, there is a three dot menu for editing and deletion, and a quick call access.

Tabs across the common area’s top:

Patients Tab

The Patient tab shows animals that this entity owns. This is where you manage patients for shelters, boarding facilities, breeders, or any organization responsible for animals.

Patient cards display with the same layout you see on client profiles: avatar, status badge, patient name, and edit/delete icons. Use the Sort By dropdown, Search field, and Add Patient button to manage the list.

When you add a patient to an entity, that entity becomes an owner of the patient. On the patient’s Owners tab, the entity appears with an “Entity” type badge and a relationship description (e.g., “is previously fostered by”)

Billing Tab

The Billing tab works in 2 funtions:

First, the same as it does on client profiles. You can view and manage these features from the sub tabs on the top right corner:

• Invoices issued to this entity
• Purchases by the entity
• Credits applied
• Payments received

This is useful for entities you invoice directly, such as shelters that pay for treatment of their animals, or referral clinics with reciprocal billing arrangements.

Second, in case the entity acted as vendors and has linked purchases, you will see 2 subtabs; scan a purchase using AI, or add a purchase manually:

Remaining Inventory Tab

This tab is specifically for suppliers. It shows what inventory items this entity has supplied to your clinic and the remaining stock from each purchase batch.

Table columns:

Use any toggle on each column, and Search field to find specific items.

Tip: The Remaining Inventory tab gives you a quick way to check how much stock you still have from a specific supplier without opening the full inventory module. It’s especially useful when deciding whether to reorder from this supplier.

Documents & Attachments Tab

This tab works identically to the Documents & Attachments tab on client and patient profiles. You can generate documents from templates and upload files related to this entity (contracts, supply agreements, certificates).

For full details on using this tab, see the Documents and Attachments guide.

Common Use Cases for Entities

Suppliers

Register your product suppliers as entities. When you create purchase orders and receive stock, those batches link to the supplier’s profile. You can then check the Remaining Inventory tab to see current stock levels from each supplier, track batch expiry dates, and review purchase history.

Shelters and rescue organizations

A shelter that brings multiple animals to your clinic for treatment, vaccination, or surgery can be registered as an entity. Add each animal as a patient under that entity. All billing for those animals consolidates on the entity Billing tab, making it simple to invoice the shelter for all services rendered.

Boarding facilities and breeders

Similar to shelters, boarding kennels and breeders often own or are responsible for multiple animals. Register them as an entity, add their animals as patients, and track everything under one account.

Referral clinics

If another clinic refers patients to you (or you refer to them), you can register that clinic as an entity. This allows you to track which patients came through that referral, manage any inter-clinic billing, and store relevant documents like referral letters.

How Entities Relate to Patients

An entity can own patients just like a client can. The connection shows up in two places:

1. On the entity profile, the Patient tab lists all patients belonging to that entity.
2. On the patient profile, the Owners tab shows the entity with an “entity” type badge and a relationship description.

A patient can have multiple owners (both individual clients and entities). For example, a rescue animal might have the shelter listed as one owner and the fostering family listed as another, each with a different relationship type.

Editing an Entity

From the entity list: Click the pencil icon in the Actions column to open the edit form.

From the entity details page: Click the three-dot menu on the left panel for editing options.

The edit form is identical to the creation form but pre-filled with existing data.

Deleting an Entity

Click the trash icon in the Actions column on the Entity List page, then confirm the deletion. Be careful: deleting an entity does not automatically delete its patients, but it removes the ownership link.

What to do if something goes wrong?

Entity doesn’t appear in the list: Use the Search field to look for variations of the name. Check for typos or abbreviated versions. If the entity was recently deleted, it cannot be recovered and you’ll need to create it again.

Remaining Inventory tab is empty: This tab only shows data when purchase batches have been linked to this entity through the inventory/purchasing module. If you haven’t created purchase orders from this supplier yet, there’s nothing to display.

Can’t add a patient to an entity: Make sure you’re on the Patient tab of the entity details page, then click Add Patient. The process is the same as adding a patient to a client.

Billing tab shows no invoices: Invoices must be issued to this specific entity. If you billed the individual client instead of the entity, the invoice will appear on the client’s profile, not here.

Wrong information on the entity profile: Click the three-dot menu on the entity details page and edit the fields. Changes save immediately.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.