Xolotl

Xolotl is an all-in-one veterinary practice management suite for Belgian clinics and mobile vets. It suits practices that want clinical, administrative and compliance work in one system. Its strongest case is the combination of offline field visits and Belgian-specific finance tools; the gaps in inbound Peppol invoices and field payments matter.

Overview

Xolotl brings appointments, medical records, hospitalisation, prescriptions, inventory, invoicing, field visits, reporting and compliance into one suite. It is intended for practices treating companion, equine, farm, breeding and exotic animals, from solo mobile vets to multi-site clinics. That breadth can reduce the need to split clinical and administrative work across separate tools, while support and training are included in the subscription.

Key features

Clinical workflows include structured consultations, dose-checked prescriptions, lab results, hospital treatment sheets and discharge PDFs. These connect treatment records with prescribing and discharge documentation, but there is no drug-interaction engine, so practices needing that additional prescribing check will need another safeguard.

The phone workflow caches the day's round and records visits offline, syncing once the device is back in range. That is useful for field vets working through areas with unreliable connectivity. However, it does not capture field signatures or take card payments, limiting how much of a visit can be completed on the spot.

For Belgian administration, Xolotl imports CODA bank statements, matches payments using OGM references and exports ledger data to Winbooks, Exact or CSV. It can send structured invoices through the practice's Peppol access point, but cannot receive inbound Peppol invoices. It records VAMREG and antimicrobial-use information and creates a declaration export; practices still need another route for direct electronic transmission to the FAMHP.

The maker describes isolated data schemas, role-based permissions, TOTP two-factor authentication and an audit trail. Practices can export reports, ledger data and per-client GDPR data, while the group tier adds API access. Dutch, French and English are supported per user, but PDFs and reminder emails are single-language. A client portal supports booking, and reminders can go by email and SMS; there is no pet-owner app.

Pricing

All paid plans are billed monthly per veterinarian, with prices excluding VAT. Each includes every module and unlimited staff accounts where stated; the main differences are practice size and usage allowances.

The graduate offer is the lowest-cost entry for eligible new vets, but its free period lasts only twelve months. Solo and Practice include the same stated message and document allowances, so the per-vet price depends on team size rather than a reduced module set. Clinic & group lowers the per-vet rate and caps the site licence, though usage charges and tailored multi-site pricing should be factored into a larger rollout. There is no free trial.

Platforms

Xolotl runs in a browser, as a desktop application on clinic computers, and can be installed from the browser to a phone. Native Mac and iPad apps are in progress; there are no mobile apps. The phone workflow is still useful for offline rounds, but practices wanting dedicated native apps should weigh that distinction.

Who it's for

Xolotl is a strong fit for Belgian veterinary practices that need clinical records, invoicing and local compliance workflows together, especially mobile vets who need offline visit capture. Its group plan also targets larger clinics and chains. It is less suitable for practices that depend on inbound Peppol processing, direct FAMHP transmission, field signatures, card payments or a drug-interaction checker.

Pros and cons

• Pro: Clinical records, prescriptions, hospitalisation and discharge documentation share one suite, helping practices keep treatment workflows together.
• Pro: Offline field rounds sync after reconnection, supporting visits outside reliable network coverage.
• Pro: CODA imports, OGM payment matching and ledger exports address practical Belgian finance workflows.
• Con: Peppol sending does not extend to receiving inbound invoices, leaving that part of invoice handling outside the system.
• Con: VAMREG and antimicrobial declarations can be exported, but direct FAMHP transmission is not enabled.
• Con: No drug-interaction engine, field signature capture, card payment or pet-owner app leaves several workflows to other tools.
• Con: PDFs and reminder emails are single-language despite per-user Dutch, French and English support.

Alternatives

For a narrower booking-focused comparison, see Veterinary Appointment Scheduling Software. Choose Hunimalis if a free public page with online booking is the priority. SchedulingKit may suit a small team needing a free booking setup, with its Free plan capped at one team member, one event type and 50 bookings per month. Veterical, NaVetor, AllEars.Vet, EasyWeek for Veterinary Clinics, Provet Cloud and Vetilog are other options to compare.

Verdict

Choose Xolotl if your Belgian practice wants clinical, financial, field and compliance workflows under one roof, with offline rounds and local finance tools as particular strengths. Look elsewhere if inbound Peppol invoices, direct FAMHP transmission, native Mac or iPad apps, or on-site field payments are essential to your workflow.