Veterinary Collection Agency: Fix Your Clinic’s A/R Leak

Veterinary A/R Is Quietly Eating Your Profit – Here’s How to Take Control

Most veterinary clinics are busier than ever, yet cash flow feels tighter. On the surface, revenue looks fine. Behind the scenes, unpaid balances, broken payment plans, and “we’ll pay later” promises are quietly turning into bad debt.

Pet owners love their animals, but many are already stretched. A single emergency bill of $800–$3,000 can push even a loyal client into delay mode. If no one is consistently following up, your practice ends up acting like a bank – without any of the interest.

That’s where we come in. We help veterinary practices recover more of what they’ve already earned in a way that is polite, compliant, reputation-safe, and cost-effective.

We can collect in all 50 states and Puerto Rico.

Why Veterinary A/R Keeps Growing

A few reasons this problem keeps getting worse:

Emergency and after-hours cases where the priority is saving the pet, not discussing payment structure. The balance gets “sorted out later” and then goes quiet.
Estimate shock at discharge – staff don’t want to spoil an emotional reunion, so they accept a partial payment and “bill the rest.”
Wellness plans and subscriptions with declined cards leading to lots of small, nagging balances.
Rescue groups, breeders, and house accounts that mean well but routinely pay at 60–120+ days.
Broken payment plans that were set up informally and never enforced.

Individually, these cases feel like one-off exceptions. Add them together, and they can easily represent 5–10% of your yearly revenue sitting in A/R – or written off.

The Cost of Waiting Too Long

In collections, timing is everything:

Within the first 60 days after an invoice is due, you still have a strong chance of getting paid.
After 90 days, recovery rates drop sharply as clients mentally “move on” from the bill.
After 12 months, many balances are effectively lost.

For a practice billing $1.5 million a year, a “small” 3–5% bad-debt rate can mean $45,000–$75,000 simply disappearing from your bottom line. That’s an entire technician or doctor’s salary – gone.

Our job is to step in before accounts go cold, so more of that money actually hits your bank account.

How We Work With Veterinary Practices

We understand that you’re not just protecting revenue – you’re also protecting your name, online reviews, and long-term client relationships. Our approach is built around that reality.

What we focus on:

Soft, pet-owner-friendly communication
We acknowledge the emotional side of pet care. The tone is empathetic, calm, and solution-focused – never aggressive or shaming.
Strict compliance and professionalism
We follow all applicable debt collection rules and regulations, with strong internal quality control. That means:
- No harassment or threats
- Clear disclosures and documentation
- Recorded and monitored interactions where permitted
Modern, multi-channel outreach
We use phone, letters, text, and email where appropriate, so busy pet owners can respond in the way that’s easiest for them.
Flexible payment options
We can set up realistic payment plans, offer settlements on older balances, and provide multiple ways to pay so it’s as easy as possible for your clients to resolve what they owe.

Our Pricing: Fixed Fee and Contingency Options

We keep the model simple and transparent:

Fixed-fee services – roughly $15 for up to five contacts on early-stage accounts. This is ideal for fresher balances where a nudge from a third party is often enough. You keep 100% of what’s collected.
Contingency services – typically 40% of what we recover on more difficult or older accounts. If we don’t collect, you don’t pay a fee.

Most clients use Step 2 (fixed-fee reminders) followed by Step 3 (contingency collections). That combination gives a powerful balance of low cost on early accounts and high effort on tougher ones, without putting more work on your team.

We can collect in all 50 states and Puerto Rico, so multi-location or multi-state clinics can keep everything under one consistent process.

Why Many Clinics Switch to Us From Another Agency

We regularly hear variations of the same frustrations:

“Our current agency barely recovers anything on small balances.”
“We have no idea what’s going on with our accounts once we send them.”
“Their tone feels too harsh for our brand – we’re worried about reviews.”
“It takes forever to get reports or clear answers.”

When clinics move to us, they typically notice:

Better communication and reporting – clear dashboards or reports, regular updates, and easy access to information whenever you need it.
Higher recovery on both small and mid-size balances, especially when we’re allowed to act earlier in the life of the account.
Less internal stress – your front-desk and managers spend less time chasing overdue accounts and more time serving patients.

You’re not just outsourcing phone calls; you’re putting a structured, data-driven process behind every dollar you’re owed.

An experienced collection agency will help you recover from unpaid invoices in an amicable manner such that your clinic’s reputation is not damaged.

Recovering Money for Vets Nationwide

Need a Veterinary Collection Agency? Contact Us

A Simple Way to Get Started

You don’t have to redesign your entire billing system to see a difference. A straightforward first step:

Pull an A/R aging report and look at how much is over 60 and 90 days.
Decide a cut-off – for example, “At 75–90 days with no arrangement or broken promises, we send to collections.”
Set a minimum balance you’ll send (for example, $100–$150 and up) plus a rule for chargebacks and NSF items (usually sent immediately).

Once those rules are in place, we can take it from there with a predictable, respectful, and compliant workflow.

If your veterinary clinic is carrying growing A/R, or if you suspect 5–10% of your revenue is quietly turning into bad debt, it’s time to change the way you handle overdue accounts.

Reach out to us for a quick A/R review.

We’ll walk through your current numbers, suggest a practical Step 2 + Step 3 strategy, and show how a cost-effective, compliant, and highly rated partner can help you improve recovery, protect your reputation, and stabilize cash flow across all 50 states and Puerto Rico.