Service Providers: For Providers

Set up your service provider account, manage clients across multiple barns, and streamline your mobile workflow with the EquineOps provider portal.

Why Join EquineOps?

As a veterinarian, farrier, dentist, or other equine professional, EquineOps helps you work more efficiently:

• One dashboard for all clients: See all your barns in one place
• Access horse history instantly: Review records before you arrive
• Enter records on-site: Update records from your phone while you work
• Reduce follow-up calls: Complete documentation at the time of service
• Build your professional profile: Showcase your expertise and certifications

Getting Started

Accepting Your First Invitation

When a barn invites you to connect:

The Provider Portal

Your provider portal is designed for efficiency:

Dashboard Overview

When you log in, you see a personalized dashboard based on your specialty:

Dynamic Title: Your dashboard shows “Farrier Dashboard”, “Veterinarian Dashboard”, or similar based on your provider type.

Unified View Across All Farms: The dashboard aggregates your appointments from every organization you serve, so you can see your full schedule at a glance.

Dashboard Widgets:

• Upcoming Visits: Scheduled appointments across all barns with date, horse name, farm name, and notes
• Completed Visits: Historical record of past visits across all organizations
• Low-Stock Alerts: Inventory items at or below reorder threshold (with critical items highlighted)
• Outstanding Invoices: Revenue breakdown showing draft, outstanding, paid, and overdue amounts

Key Information Displayed:

• Number of farms you’re currently serving
• Client count, horse count, and visits this month
• Quick access to all programs (farrier, feed, health, training) for horse care context
• Visit details including farm name as a badge to quickly identify which organization each visit belongs to

Barn View

Click on any barn to see:

• Horses you have access to
• Recent visit history at that barn
• Any pending requests from the barn
• Barn contact information

Horse Profiles

Click on a horse to view:

• Basic information (name, age, breed)
• Medical history (relevant to your specialty)
• Previous service records
• Special instructions and notes
• Photos and documents

Completing Visits

The core of your work in EquineOps is documenting visits:

Plans: Solo vs Team

When you create a provider organization, you’ll choose a plan during onboarding:

Solo Plan

Designed for individual providers working independently:

• 1 team member (just you)
• Full access to visits, invoicing, calendar, and inventory
• Stripe payment links on invoices
• Connect to unlimited barns

Team Plan

For practices with assistants or multiple providers:

• Up to 5 team members with role-based access (Admin, Manager, Member)
• Everything in Solo, plus:
• QuickBooks Online integration for syncing invoices, payments, and expenses
• Team members can log visits and manage appointments on your behalf

Inventory Management

Track your supplies and materials to know when it’s time to reorder:

Setting Up Inventory

How Stock Tracking Works

Inventory automatically adjusts when you complete visits:

• Visit completed: Stock decreases based on items used (e.g., 2 shoes from front inventory, 2 from back)
• Visit deleted: Stock is restored
• Visit edited: Old stock is restored and new stock is deducted

You can also make manual adjustments from the item detail page — useful for receiving new shipments or correcting counts.

Low-Stock Alerts

When an item’s quantity drops to or below its reorder threshold, it appears as an alert on your dashboard. Items that reach zero or go negative are highlighted as critical.

Linking Items to Visits

When completing a farrier visit, the visit form includes dropdowns for selecting front and back shoe inventory items. Selecting an item automatically tracks the stock deduction when the visit is completed.

QuickBooks Integration (Team Plan)

Sync your EquineOps data to QuickBooks Online to keep your books up to date without double entry.

What Syncs

All sync is one-way from EquineOps to QuickBooks. Changes made in QuickBooks are not pulled back.

Connecting QuickBooks

Running Syncs

From the integrations page, you can:

• Sync Barns → Customers: Creates QuickBooks customer records for each barn you serve
• Sync Service Types → Items: Creates QuickBooks service items matching your service catalog
• Sync Invoices: Pushes sent invoices to QuickBooks
• Sync Payments: Pushes recorded payments to QuickBooks
• Sync Expenses: Pushes your expenses to QuickBooks as purchases

Each sync shows how many records are pending and the last sync timestamp.

Sync History

View a complete log of all sync operations in Settings → Integrations → History. Each entry shows what was synced, how many records were added or updated, and whether any errors occurred.

Mobile Workflow

EquineOps is designed for field use:

Using EquineOps on Your Phone

1. Visit app.equineops.com  on your phone and add it to your home screen
2. Log in with your provider account
3. Access all your barns and horses on the go

Quick Actions on Mobile

• Pull horse info: Review history before starting work
• Start visit timer: Track time spent per horse
• Take photos: Capture images directly into records
• Voice notes: Dictate observations hands-free
• Complete visit: Submit records before leaving the barn

Offline Capability

Working in areas with poor connectivity:

• Download horse information before arriving
• Complete visit forms offline
• Records sync automatically when connected
• Never lose work due to connectivity issues

Managing Multiple Barns

As your client base grows, EquineOps helps you stay organized:

Viewing All Clients

Your dashboard shows:

• Total barns connected
• Total horses you serve
• Upcoming appointments across all barns
• Recent activity summary

Scheduling and Calendar

• View all appointments in one calendar
• Color-code by barn or service type
• Set travel time between appointments
• Receive reminders before visits

Barn-Specific Notes

Keep notes for each barn:

• Gate codes or access instructions
• Contact preferences
• Payment arrangements
• Special requests or procedures

Your Provider Profile

Build your professional presence:

Profile Information

Complete your profile with:

• Business Name: Your practice name
• Specializations: Areas of expertise
• Certifications: Professional credentials
• Service Area: Geographic coverage
• Contact Information: How barns can reach you
• Bio: Brief professional background

Showcasing Expertise

• List certifications and continuing education
• Note specialized services you offer
• Indicate breeds or disciplines you specialize in
• Include years of experience

Privacy Settings

Control what barns can see:

• Business contact vs personal contact
• Availability display preferences
• Certification verification sharing

Responding to Visit Requests

When barns request visits:

Appointment Reminders & Confirmations

EquineOps automatically sends reminder text messages to your barn contacts 7 days before and 24 hours before each scheduled visit. Starting with the reminder, barns can also confirm that the appointment still works for them by tapping a link inside the message.

How It Works

Reminder: Smith Farrier has a visit scheduled at Willow Creek
for Biscuit, Penny in 7 days (2026-04-20). Reply STOP to opt out.
Confirm: https://app.equineops.com/c/ABC123…

Marking a Visit Confirmed Yourself

If a barn calls you to confirm verbally instead of tapping the link, you can update the status yourself:

1. Open the appointment detail page
2. Click Mark Confirmed
3. The status updates instantly

This is useful for older clients who prefer phone calls, or any situation where the confirmation came through a channel other than the SMS link.

Filtering by Confirmation Status

The provider appointments list shows a confirmation badge on every row. You can scan down the list at a glance to see which upcoming visits are still pending confirmation vs. locked in.

Link Expiration

Confirmation links expire 48 hours after the appointment date. Past that point, the barn gets a message explaining the link has expired with a note to contact you directly. This prevents stale links from lingering in old text threads indefinitely.

Communication

Stay connected with your clients:

In-App Messaging

• Message barns directly through EquineOps
• Keep all communication documented
• Share images and files
• Reference specific horses in messages

Visit Notes

After completing visits:

• Leave clear recommendations
• Note any concerns for follow-up
• Set reminders for recurring services
• Highlight urgent items prominently

Professional Boundaries

• Communication is for professional purposes
• Records are visible to barn staff
• Keep notes professional and objective
• Use appropriate clinical terminology

Best Practices

Before Visits

• Review horse history and previous notes
• Check for any updates since last visit
• Note special instructions from barn
• Prepare supplies based on scheduled work

During Visits

• Document as you go (don’t wait until end)
• Take photos of significant findings
• Note anything unusual or concerning
• Communicate with barn staff present

After Visits

• Complete records before leaving when possible
• Ensure all required fields are filled
• Submit promptly for barn visibility
• Follow up on any urgent concerns

Privacy and Data

What You Can See

You only see information barns choose to share:

• Horse profiles for assigned horses
• Relevant medical/service history
• Barn contact information
• Special instructions
• Documents (view and upload new documents)
• All programs (farrier, feed, health, training) for care context

What You Cannot See

• Financial information
• Other providers’ contact details
• Horses not assigned to you
• Internal barn communications
• Edit or delete existing documents (upload only)

Your Records

• Records you create belong to the barn
• You retain a copy in your provider history
• Use records to track your own work history
• Export your visit history anytime

Troubleshooting

Can’t Access a Horse

• Confirm the barn has granted you access
• Check that you’re viewing the correct barn
• Contact the barn to verify permissions
• Horse may have been archived

Visit Won’t Submit

• Check all required fields are complete
• Ensure internet connectivity
• Save as draft and retry later
• Contact support if problem persists

Missing Barn

• Check invitation email for correct link
• Verify you accepted the connection
• Ask barn to resend invitation
• Ensure you’re logged into correct account

Sync Issues on Mobile

• Force sync from settings
• Check internet connectivity
• Log out and back in
• Reinstall app if persistent

Frequently Asked Questions

Do providers need a paid plan?

If a barn invites you as an external provider, access is free — the barn pays and you work within their system. If you want your own provider portal to manage multiple barns, invoicing, inventory, and scheduling independently, you’ll need a Solo or Team subscription plan. Both include a 30-day free trial.

What’s the difference between Solo and Team plans?

Solo plans are for individual providers (1 user). Team plans support up to 5 team members and add QuickBooks integration for accounting sync. Both plans include visits, invoicing, calendar, inventory, and Stripe payments.

Can I use EquineOps if only some of my clients use it?

Absolutely. You can connect with barns that use EquineOps while continuing to work with other clients using your existing methods. You can also manage barns that don’t use EquineOps as standalone entries in your provider portal.

How do I disconnect from a barn?

Go to the barn in your portal and click “Disconnect.” Your records remain with the barn, but you’ll no longer have access.

Can I use EquineOps for billing?

Yes! Provider accounts include full invoicing with line items, tax calculation, partial payments, and Stripe payment links. Team plan users can also sync invoices, payments, and expenses to QuickBooks Online.

How secure is my information?

EquineOps uses bank-level encryption and is SOC 2 Type II certified. Your data and client information are protected.

Can barns see all my other clients?

No. Each barn only sees information about their own horses and your interactions with them. Your client list is private.

Getting Help

Support Resources

• Email: support@equineops.com
• Help Center: Access guides and tutorials
• In-App Help: Context-sensitive assistance

Feedback

We’re constantly improving based on provider feedback:

• Suggest features you need
• Report any issues you encounter
• Share workflow improvements

Next Steps

Ready to streamline your practice?

1. Accept invitations from barns you work with
2. Complete your provider profile
3. Set up your inventory items for automatic stock tracking
4. Connect QuickBooks if you’re on a Team plan
5. Add EquineOps to your phone’s home screen
6. Try completing your next visit through EquineOps

The more you use EquineOps, the more valuable your historical records become for providing excellent care.

Need Help?

Questions about using the provider portal? We’re here to help:

• Email: support@equineops.com
• Service Providers Overview - Understanding the system
• For Barns Guide - Share with your clients