Definitions
Term | Meaning |
taxable_at | The date Digitail uses to recognize revenue. This date can change based on user actions such as editing, reopening, or invoicing a sale. |
closed_at | The date a sale is officially closed in Digitail. This date is stable and is used by Vetsource for revenue reporting. |
Finalize | Locks the medical record (SOAP) but does not close the sale. |
Close | Locks the sale and populates closed_at, making revenue final. |
1. Overview of Integration
The Digitail–Vetsource integration enables secure data sharing between the two platforms while maintaining clear ownership of financial workflows.
How the Integration Works
Secure Sync (SyncVet Connection)
Digitail provides a secure connection to a data warehouse that exposes key PIMS entities, ensuring reliable and performant data extraction.No Direct Write-Back
Vetsource cannot directly write data into Digitail. Any updates must occur through Digitail’s supported workflows.
2. Financial Reporting
Digitail and Vetsource use different logic to determine when revenue is recorded.
Key Points:
Digitail reports revenue using a field called taxable_at, which updates based on user actions (sale creation, checkout, invoice generation, payment).
This results in an accrual-based reporting structure,
Note: revenue dates may shift based on specific user behaviour
Vetsource instead reports revenue using closed_at, which is populated when a sale is closed or an invoice is generated. This provides greater stability and consistency.
Practical Impact:
Digitail Reports: Revenue may move across periods if the recommended Digitail workflows are not adhered to.
Vetsource Reports: Revenue is tied to the initial closing date, preventing duplication across reporting periods.
3. Sales Report
The Sales Report in Digitail is the closest equivalent to Vetsource’s revenue reporting.
Available Filters
Payment status: Paid, Partially Paid, Pending
Sale status: Open, Ready for Checkout, Closed
Invoice: With or without invoice
Sale type: Medical Records, Counter Sales
Wellness plan: On plan, Not on plan
Best Practice
Always filter by Sale Status = Closed when reconciling with Vetsource.
Generate invoices promptly to stabilize reporting dates.
4. Closing Workflow
Finalizing a medical record is not the same as closing a sale.
Key Distinction
Medical records (SOAP) and sales are separate entities in Digitail.
Locking or finalizing a SOAP does not finalize revenue.
Recommended Workflow
Finalize the medical record.
Close the sale or Generate an invoice.
This action populates closed_at.
Revenue becomes stable and aligns with Vetsource reporting.
Although Digitail allows reopening and editing sales, Vetsource reporting depends entirely on closed_at.
5. Discounts
Digitail supports structured discounting to ensure clean reporting across systems.
Discounts can be applied at:
Line-item level
Invoice level
Invoice-level discounts are automatically distributed across all items.
Negative revenue line items are not supported as a discounting method.
Best practice: Apply discounts at the time of sale to avoid reconciliation issues.
6. Payments
Payments are recorded using the date selected by the user, regardless of sale or invoice status.
Payments can be allocated across multiple invoices.
Revenue and payments can be accurately reviewed at the individual invoice level based on allocations.
⚠️ Complex payment allocation can complicate reconciliation — always anchor revenue analysis to closed_at.
7. Returns & Refunds
Returns: Are processed as Credit Notes, which are a separate transaction.
Returns may appear voided depending on practice behavior.
Refunds: Appear on the Payments report tagged as “Refund” with a negative value.
8. Entity-Specific Nuances
Appointments
Created using standardized dropdowns for status and visit type.
Customization can vary significantly between clinics.
Email & Phone: No distinction between primary/secondary or phone types.
Addresses: Required from mid-2025 onward based on clinic preference.
Older records may have null or non-standard data in address fields.
Resources
DVMs can be identified in the integration based on user type.
Unavailable or Limited Entities
The integration does not currently support:
Client debit balances
Client ownership
Full client and patient demographics
Patient identifiers
Attributes not available in Digitail
9. What Clinics Should Expect
Revenue Reporting Differences: Expect limited discrepancies between Digitail’s native reports and Vetsource reports due to possible user behaviour that affects taxable_at but not closed_at.
Workflow Importance: Closing sales promptly and generating invoices immediately ensures stable reporting. Reducing the re-opening and editing of sales will limit discrepancies.
Payment Handling: Payment allocation across sales may complicate reconciliation; focus on closed_at for revenue tracking.
Data Limitations: Certain client and patient attributes are not available in the integration.
10. Recommended Best Practices
Do This
Close sales on the same day services are performed
Ensures revenue is recorded in the correct period.Generate invoices immediately after completing the medical record
Locks revenue and stabilizes reporting.Use Closed status for revenue and sales reports
Provides the most accurate data.Apply discounts at the time of sale
Prevents reconciliation issues.Maintain complete client information
Especially addresses, which reduce sync issues.Train staff on Finalize vs Close
Finalizing a SOAP does not close the sale.
Avoid This
Reopening sales unless absolutely necessary.
Leaving sales in Draft or Finalized status.
Editing sales after invoices are generated.
Applying discounts retroactively.
Using medical record status to infer financial completion.
Conclusion
The Digitail–Vetsource integration enables secure, reliable data sharing, but consistent workflows are essential for accurate financial reporting. Because Digitail allows flexibility in editing and reopening sales, Vetsource relies on closed_at to maintain stable revenue data.
By closing sales promptly, generating invoices immediately, and following recommended workflows, your clinic can trust that Vetsource reports accurately reflect revenue — while still benefiting from Digitail’s flexible clinical workflows.