There is a version of practice management software that was designed in a boardroom by people who have never set foot in a barn. You know it the moment you use it. The fields do not match, the billing is a workaround, and the second you lose signal on a farm road, the whole thing falls over.
StableTrack is being built differently. Features ship regularly because they come straight out of conversations with the equine vets, technicians, and staff using the platform every day. Real feedback goes directly into the product. Here is what landed in this release.
What shipped in this release
Offline mode
The biggest addition in this release is offline mode.
Install StableTrack as a desktop app from the browser, turn it on under Settings, then Offline mode, and you keep working without signal. Browse patients, check the calendar, create SOAP drafts, record clinical observations, log appointments, and take cash or check payments from the barn. Everything queues locally and syncs automatically once you are back on the network.
Connectivity is the most common objection to any cloud PMS in equine practice. Rural barns, properties with no mobile coverage, spots where data drops mid-visit. That is the daily reality for ambulatory vets. Legacy desktop software got a pass because it never needed the internet. Most modern cloud systems still have no answer.
StableTrack now does. See how it works across the day in our mobile and field software and ambulatory practice software.
One thing worth knowing on the AI side: SOAP generation runs on the OpenAI API, so it needs a connection. Offline, you record and save your clinical transcript locally, then the AI picks it up and writes the SOAP note once you have signal. The dictation is never lost.
The iOS app is live now. Search StableTrack Equine on the App Store.
Equipment and modality scheduling
Practices with portable imaging and field equipment finally have a proper home for that gear.
Manage equipment from Inventory, then Equipment, and reserve it when you book appointments. The system blocks conflicts automatically, so two vets cannot show up expecting the same portable X-ray. You set it up once. StableTrack handles the rest.
Most generic PMS has no concept of equipment at all, so the whiteboard stays in the office because there is nowhere else to track it. For practices running portable radiography, ultrasound, or shockwave, this closes a real gap. If you already run Keystone PACS for your radiographic archive, it ties the field workflow to the imaging side of the practice cleanly. See the PACS integration.
Billing built for how equine practice works
Equine billing rarely follows the tidy one horse, one owner, one invoice pattern. Insurers, trainers paying for syndicate partners, one-time buyers at sales and events. The payment relationships are genuinely complex, so this release rebuilds the billing tools around them.
Third-party billing
You can now bill an invoice to someone other than the horse's registered owner. Add a third-party payer at the invoice level, keep them separate from your main client list, and get a clean record of who paid what. The ownership records stay accurate. The payment history stays clear.
This builds on the multi-owner and split billing already in the product. Barn Operations generates one invoice per owner from a single visit. Third-party billing handles the edge cases: the insurance claim, the trainer covering a client's tab, the one-time buyer at a pre-purchase exam. See more in equine billing software and scheduling and billing.
Batch payments
One check, multiple invoices. One payment entry, multiple lines cleared.
Apply a single payment across as many open invoices as you need, and include partially paid invoices in the same batch. This is how equine clients often pay, particularly trainers and barn managers who run up invoices across a month. It is handled properly now instead of as a workaround.
In-app refunds with manager approval
Refunds are processed directly from the invoice. No back-and-forth with Stripe. No manual adjustments.
Front desk users can start a refund on any Stripe card or bank payment, and a manager approves it with a PIN. The record shows who processed it and who approved it. Configure refund approval PINs under Settings, then Invoicing Settings. Small practices often let front desk staff handle basic payment admin, and this adds oversight to refunds without slowing down the common case.
Invoice and payment voiding
Mistakes happen. Duplicate invoices, incorrect charges, test entries. You need to clear these cleanly.
Voiding now requires a reason, produces a full audit trail, and keeps the voided item visible in history. Payment links sent by email are deactivated automatically when an invoice is voided. Paid invoices are protected: you have to void the payment before the invoice, which prevents accidental deletion of settled transactions. For any practice with an accountant or external bookkeeper, that is the kind of clean record-keeping that makes everyone's life easier.
Custom payment types
E-transfer. Write-off. Whatever your clinic uses.
Custom payment types are configurable under Settings, then Invoicing Settings, and appear in every payment dropdown across the application. If you take payments in a way that does not fit Cash, Check, Credit Card, or Debit Card, create it once and it is available everywhere.
Quality-of-life improvements
Calendar color coding
Assign colors to appointment types under Settings, then Service Pricing.
Small change, real impact. When your day view has PPEs, lameness evals, spring vaccines, and wellness checks stacked in one column, color makes the whole day readable in a second.
Also in this release
- Internal notes on invoices for accounting or clinic use, kept off the client copy
- Client-visible notes on invoices for context or special instructions
- A second breed field on patient records for mixed-breed horses
- More accurate client balance display for partially paid invoices
Still being built
StableTrack is still being built. That is not a qualifier. It is the model.
The team is in regular contact with the clinics on the platform, and feedback goes straight into the product. The barn stall number request came from a tech who needed to identify horses by location, not breed. The deceased and inactive patient status came from a clinic that retains records for seven years. The multi-owner split billing came from a practice manager at Connect Vet Services and from how equine billing actually works. Real conversations. Real features.
What ships is what is needed in the field. If you are already on StableTrack, these features are there now. If you are still running paper charts or a generic small-animal PMS that does not know what a hand is, the gap between where you are and where you could be just got a lot smaller.
FAQ
Does StableTrack work without an internet connection? Yes. Install StableTrack as a desktop app, turn on offline mode, and you can browse patients, check the calendar, create SOAP drafts, record clinical observations, log appointments, and record cash or check payments without signal. Everything syncs automatically when you reconnect.
Can I generate AI SOAP notes while offline? SOAP generation uses the OpenAI API, which needs a connection. Offline, you record and save your clinical transcript locally. When you are back online, the AI picks it up and generates the note, so the dictation is never lost.
Can I bill someone other than the horse's owner? Yes. Third-party billing lets you add a payer at the invoice level, such as an insurance company, a trainer, or a one-time buyer, while keeping the horse's ownership records accurate and the payment history clear.
How do batch payments work? Apply a single payment across as many open invoices as you need, including partially paid ones. It matches how trainers and barn managers often settle a month of invoices at once.
How are refunds handled? Front desk users initiate a refund on any Stripe card or bank payment directly from the invoice, and a manager approves it with a PIN. The record shows who processed and who approved it. You configure approval PINs in Invoicing Settings.
Want to see what is already shipping in the field? Explore the equine practice management platform or book a StableTrack demo and we will walk your team through it.