The 72nd AAEP Annual Convention and Trade Show runs December 7 to 11, 2026 at the Mandalay Bay Convention Resort in Las Vegas. It is the largest meeting of equine veterinarians in the world, and it is where software gets compared honestly—in hallways and over dinner rather than in a demo.
Arrive knowing where your own system breaks down. Five workflows generate most of the friction in ambulatory equine practice, and each is quick to test before you travel.
Does Your Scheduler Treat a Barn Visit as One Event?
A barn call is not a stack of individual appointments. When a vet drives to a ten-horse facility, the scheduling unit is the property, not the patient.
Does your scheduler treat a barn visit as one event with a horse roster attached, or are you assembling that structure from individual blocks each time?
Practice management software adapted from small-animal medicine typically models each horse as a separate appointment block. The calendar fills with parallel entries for the same location, the barn roster lives outside the scheduler, and coordinating a float day or a pre-purchase exam requires manual cross-referencing.
StableTrack: The entire property is scheduled as one visit. Barn roster, contact details, horses, notes and services sit together; invoices remain correctly separated by owner. If you are building barn visits by hand, start here before December.
How Long After a Visit Does a Billable SOAP Note Exist?
Ambulatory practice generates documentation at the rate of barn calls, not at the rate of a front desk that can absorb intake paperwork between appointments.
How much time elapses between the end of a visit and a completed, billable SOAP note?
A vet working alone sees multiple horses at multiple properties in a single day, and every visit requires a structured clinical record. When documentation is reconstructed from memory hours later, accuracy falls and billing slows.
StableTrack: A persistent AI assistant is available by voice or text on every screen. The veterinarian dictates the visit, the AI drafts the SOAP note, and the veterinarian reviews and approves it before it is saved. The same dictation flow drafts discharge summaries from the clinical record, again reviewed before sending.
Know what is available now.
Four structured exam templates ship today: General Wellness, Pre-Purchase Exam, Dental and Lameness.
The remaining template set—including colic, neonatal and reproductive exams and structured AAEP lameness grading as discrete fields—is on the roadmap and is not available yet.
A completed note moves directly into billing without a second data-entry step. The AI assistant overview for equine vets covers the voice-to-SOAP mechanism and review step in full.
What Does a Multi-Owner Horse Require From Your Billing?
A horse with two owners billed for one lameness evaluation should produce two correctly split invoices, without anyone reconstructing the billing afterward.
What does your billing workflow actually require when a horse has two owners?
Multi-owner horses are standard in equine practice. Software that does not model ownership as a first-class field requires a workaround: separate client records, a manual split, or a single invoice sent to one owner with a note asking them to forward it. Each is a small tax that compounds across a season.
StableTrack: Multi-owner and trainer are first-class fields on the horse record, including zero percent shares. Barn Operations applies one service entry to every horse at a facility and generates one invoice per owner automatically. A spring vaccination run at a 40-horse barn is billed within the visit; a horse with two owners produces two correctly apportioned invoices from the same visit record. See the Barn Operations and scheduling overview.
Where Does the DEA Ledger Entry Get Created?
Controlled substance documentation belongs at the point of dispensing, not at the end of a day when details are harder to verify.
Does your system create the ledger entry automatically at dispensing, or does that step fall to the vet retroactively?
An end-of-day DEA log is a memory test. In a high-volume ambulatory practice, it is also a compliance exposure.
StableTrack: A DEA ledger entry is created automatically when a registered controlled substance is dispensed. Entries requiring a witness go to a Needs Witness Confirmation queue for sign-off, and amendments are appended with a reason so the original record is never overwritten. For practices running DEA logs in paper or a separate spreadsheet system, this removes one of the more time-consuming manual steps in the day.
What Happens to Your Records When There Is No Signal?
Signal loss is not an edge case in ambulatory equine practice. It is a daily operational reality across barns, farms and rural roads.
What does your software do when connectivity is unavailable?
A system that requires a live connection to save a record, submit a charge or complete a SOAP note opens a gap between the visit and the documentation every time the network drops.
StableTrack: It works offline on desktop and mobile. Records, SOAP notes and appointments are created without a connection; cash and check payments are recorded offline; everything syncs when connectivity returns. As more platforms introduce offline capability, examine whether offline is the default operating mode or a tier you pay extra for. The equine practice management overview covers the browser application and iOS companion app in field conditions.
Run the audit before you arrive in Las Vegas.
The five workflows are barn-based scheduling, in-visit documentation, multi-owner billing, DEA logging at dispensing, and offline field access. Each has a concrete yes-or-no answer for your current system.
Run the audit before the September 17 savings deadline. You will arrive in December with specific questions instead of a general sense that something could be better. The trade show floor rewards specific questions.
StableTrack is built exclusively for equine veterinarians and was not adapted from small-animal software.
Built for the field. Not adapted for it.
Book a 20-minute demo and we will run the same five workflows against your practice, using your barns and your billing patterns.
FAQ
What should equine vets look for in practice management software before AAEP 2026? Audit five workflows. Whether the scheduler treats a barn visit as one event with a horse roster attached, whether clinical documentation is completed at the point of care, whether multi-owner billing runs without manual splits, whether DEA entries are created at dispensing, and whether the software works without a connection. These five generate the most friction in ambulatory practice.
How does equine practice management software handle multi-owner horse billing? Equine-native software models ownership as a first-class field on the horse record, so one visit entry produces correctly apportioned invoices per owner. StableTrack's Barn Operations applies one service entry across every horse at a facility and generates one invoice per owner automatically. Software adapted from small-animal medicine usually treats multi-ownership as an exception, which forces manual splits or duplicate client records.
When is the AAEP 2026 early savings deadline? September 17, 2026. Registering for the convention and booking a hotel by that date saves $180 on registration and $50 per night on the hotel. The 72nd AAEP Annual Convention and Trade Show itself runs December 7 to 11, 2026 at the Mandalay Bay Convention Resort in Las Vegas, with the trade show floor open December 8 to 10.
Can equine practice management software work without an internet connection? Yes. StableTrack works offline on desktop and mobile. Records, SOAP notes and appointments are created without a connection, cash and check payments are recorded offline, and everything syncs when connectivity returns. For ambulatory vets working across barns, farms and rural roads, whether offline is the default operating mode or a paid add-on tier is worth confirming during any evaluation.
How does AI-assisted SOAP note drafting work in equine practice management software? In StableTrack the veterinarian dictates the visit by voice or text, the AI assistant drafts a structured SOAP note from that dictation, and the veterinarian reviews and approves it before it is saved. Clinical judgment stays with the vet while the AI carries the documentation task. The approved note flows into billing without a second data-entry step.