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Veterinary invoice template for Operations

[Music] [Applause] hey if you're looking to open a new vet clinic and you need a set of financial projections for either a bank or a potential investor and you're kind of stuck and trying to figure out how to create create your own projections well you've come to the right place because we have built a financial projection template built specifically for startup and existing veterinary clinics and so i'm going to walk you through that template today show you how it works but first of all my name is adam hooksema i'm the co-founder of projectionhub and over the last decade we've helped thousands of entrepreneurs create financial projections for their for their business and again the the template we're looking at today is our veterinary clinic template which i have a link to in the description of this video on youtube and so you can go click that link and grab the template if you don't already have it but let's go ahead and dive in so the first thing you need to know is that any cell highlighted in blue throughout the template is an assumption that you can change without breaking anything in the projection template so we're going to start here on this input assumptions tab and you can see we can set a start date and then you'll be able to add personal investment or outside investment one thing i'll note is that i have set this up for a startup vet clinic you have the ability to fill this out for an existing veterinary clinic as well so for example you could put in your current cash balance you could put in your current accounts receivable but i've left all those blank because we're this video is focused on a startup and so we are assuming that you're going to put in a hundred thousand dollars to invest in your own vet clinic here that you're starting and the startup cost we're really assuming five thousand dollars in inventory starting an inventory um a hundred and eighty thousand dollars in real estate improvements so uh let's say you're leasing some space and you need to renovate the space and build it out for uh your clinic uh 85 000 for the equipment that's needed and then 20 000 for furniture and fixtures uh in the facility and then we've got the hundred thousand that you're going to invest but we also have an equipment loan of 85 000 and a business loan maybe an sba loan for 250 000 that's what we're assuming here there's this handy little table down here that will show you based on the numbers that you have entered do you have enough cash starting cash is it sufficient to to cover your costs and you know not run out of cash before you reach break even so this is a handy little table so based on the numbers we have entered in there it says starting cash is sufficient so we're going to jump into the input revenue and again we're saying we have no current patients because this is a startup so this is listed at zero and then we're starting out with the advertising budget here of three thousand dollars a month because you have no patience you you have no customers and you need to really advertise and bring in new customers at the beginning so you need to really have a budget for advertising and marketing we're saying that the cost to acquire a new patient a new customer a new animal a new vet patient is 25 and that so that 3 000 advertising budget is going to bring in 120 new patients from paid ads and then we're also saying that you'll have 100 new patients from word of mouth as well and you'll notice here that you can put in these growth rates so i put in a negative growth rate a negative 10 growth rate which kicks in if we scroll over here you can see that the number of new patients from word of mouth starts to go down over time and and the assumption there is just that you know if you're in a community over time you know everybody that has a pet maybe or that could be a potential customer has heard about you heard about your clinic and so you'll probably actually get less and less word of mouth customers over time because you know everyone everyone's already heard of you and and has decided whether they're going to check out your vet clinic or not right so that's why we have that negative growth rate in there this will calculate your between your word of mouth patients and your patients from paid ads total number of new patients we set the maximum number of patients that the vet can kind of have as active active patients um [Music] and then the percentage of patients who will leave each year so this could be you know it could be animals passing away it could be families moving away with with pets we're just finding a different uh bat clinic and and so you're going to have some um some percentage of your customers that we're going to leave and will need to be replaced each year so we're saying 12 okay now we have the ability to add up to four different types of categories of services okay so we've got exams surgeries preventive services pharmacy labs vaccines and dentistry and then then you can add in your specific services that you'll plan to have and you can categorize them so you know pharmacy services that specific service will be in the pharmacy labs vaccines and dentistry category and you can put in your the average annual spend per patient so per animal how much do you expect your average customer to spend per year on these services and so you know for example surgery maybe only maybe on average you know 20 10 percent of your customer base ever ever would need a surgery at all and and so but when they do need a surgery maybe it's you know 500 or something right well when you do that math you can figure out okay you know what is what is the average annual spent per patient then so just keep that in mind we're not saying here this isn't saying that a surgery costs 31 dollars we know it will cost a lot more than that um [Music] you know maybe it's 300 that maybe is easier math so if it's three hundred dollars and they're spending you know thirty dollars it kind of means like one tenth of your patients would need surgery that would cost them three hundred dollars but the average since only one tenth of them are taking advantage of that averages thirty dollars per year hopefully that uh makes some sense uh but again if you have any questions about how to fill this out um leave a comment in the section of the the comment section of the youtube video below or reach out to us at support projectionhub.com so i'll continue to move on here but basically this is going to give you your average annual spend per patient [Music] and we can see here that we we did some research and we found that the average spent on vet services for cats and dogs in the us was 183 dollars per year and so based on that that's kind of how we came up with this breakdown we wanted this to add up to 183 because that was the average spent per year okay and then we're assuming that you're going to collect or get reimbursed for 90 so maybe there's some insurance or something that you don't you don't end up getting the full 100 if you're cash or credit card for all your services and you know you expect to get 100 paid you can just change this to 100 and that's going to calculate your your total revenue the one thing i didn't mention here is here's your cost of goods sold material cost to provide the services so if you have specific costs associated with providing um a service and what we did here if you'll notice if you double click on this you'll see that what we did is we just took a percentage 21.4 percent which we got from a survey from live oak bank that says the cost of goods sold percentage is 21.4 percent on average for vet clinics so we just checked this dollar amount multiplied it by 21.4 percent to come up with your the cost of goods sold all right so jumping over to our input other expenses um we you can enter in different uh different operating expenses that you're going to have or different categories of expenses like accounting you're going to have credit card fees we set this as a percentage of revenue and so you'll notice here that you can select this drop down box that an expense is either a fixed dollar amount or a percentage of revenue or a per fte a full-time equivalent employee so some expenses might be a percentage of revenue like um like credit card fees is a good example of that where two percent it might charge two or three percent so um of your revenue would go to credit card processing fees and you can have different fixed expenses and then um just as an example of something that might be a per fte expense maybe like a worker's comp insurance or something like that that maybe it's you know 20 bucks per employee or something and you want to if you want to add that you could make that per fte there and okay so speaking of how do we end up calculating the full-time equivalent employees that comes in over here on our input salaries and dividends tab and so you can add the way we've set this up is you can add veterinarians that text or assistance and then other positions and we have created quite a bit of flexibility in this table so you can set some pretty interesting compensation structures so let's say that number one which maybe is you as the owner you're paying yourself a forty thousand dollar base salary and then you're getting variable compensation of 25 of your production so 25 of of whatever revenue you bring in you're getting as variable compensation that's that's the way that's going to work based on how we have that entered in and we're saying you can set what percentage of the total revenue is generated by each employee and then you've got your taxes benefits and then what month that position started so we're saying you know the the first vet here started in month one and then we say actually ending month 24 because in month 25 that bet number one we're changing the compensations or say okay you're going to get fifty thousand dollars as a base uh in in your after year two uh and then [Music] still getting that 25 percent so you can just see that's an example of how you could start a position for a couple years of the projection and then kind of switch to a different structure you can do it that way so then we also said we're going to hire a second vet as well veteran veterinarian in year three and [Music] you can see that entered here so starting in month 25. and then you've got these vat tax part-time vet techs or assistance with salary let's say they're not getting any variable compensation if you wanted to you could give them variable compensation as well benefits and then start month here we're saying beginning in year 2 or month 13 is when the first part-time vet tech is going to start [Music] and then month 37 so the beginning of year four then for front desk we're saying that you know month seven is when you start having a front desk you know when you first open up it's possible it's just you as as the owner um you don't have many patients yet and many customers so you're doing everything but then once you hit a certain number of customers you know you're going to need help and so you hire a front desk worker in month 7 is what we're saying and then as you continue to grow maybe you have an office manager by the beginning of year 5 or month 49 so that's an example of how you could fill that out based on your own plan all right and so once we do that we are all done here and i've got brought you to our at a glance tab where you can see your profit and loss at a glance some summary different summary charts and tables and graphs startup funding kind of sources and uses of cash here a break even so i can scroll over kind of a cash generator from operating activities or a break even as well so uh yeah and then our annual sales and profit margin graph and then you'll get a five-year income statement summary five-year cash flow statement five-year balance sheet summary and then an income statement by month for each of the five years cash flow and balance sheet all by month for each of the five years and that will really do it that's uh that is our vet clinic template and so again if you have any questions leave a comment in the video comment section below or reach out to us at support projectionhome.com and we would be happy to help thanks