According to a recent article by the American Animal Hospital Association (AAHA), some of the primary challenges facing veterinary practices in 2025 are economic uncertainty due to inflation and other economic pressures, declining patient visits, and staffing shortages. Amid economic uncertainty, veterinary practices must concentrate on the factors within their control. Given the current state of the market, three areas on which veterinary practices should focus their attention and efforts in 2025 are profitability, financial health, and staffing. These issues are critical to the overall health of a veterinary business—and are especially important for those considering selling their practice in the near future.

1. Profitability

Though raising fees may have worked in the past as a way of increasing profits, it might not be a viable option for veterinary practices in 2025, with pet owners becoming more and more concerned about rising pet care costs in the current economic climate. With less control over the top line (total revenue), you should focus on the bottom line (net profit) as a way of maintaining strong profit margins. As costs continue to rise, especially for labor and supplies, you will need to attempt to manage costs where you can. Some areas to focus on include inventory, building and maintenance contracts, and staff turnover. You should take time to examine your sources of revenue: Are they profitable? Are there any opportunities to add additional services? You should also review your practice’s write-offs and discounts, making sure you’re not giving too much away. Lastly, fostering a positive workplace culture and employee retention can help to maximize your practice’s profitability. Employee turnover is costly, costing practices up to 50% of an employee’s salary each time a staff member leaves. Therefore, improvements in employee retention can contribute significantly to your practice’s success and profitability.

2. Financial Health

Practices should keep a close eye on their EBITDA (earnings before interest, taxes, depreciation, and amortization) to monitor financial performance. Other ways of maintaining financial health include budgeting, accurate financial reporting, regular internal audits, reviewing for billing errors or missed opportunities, reviewing trends in average transactions, and cash flow management. You may want to consider outsourcing financial duties to an accounting firm such as RBT CPAs to maximize efficiency and accuracy in your financial processes.

3. Staffing

As mentioned above, employee turnover can be very costly for veterinary practices—and unfortunately, turnover rates continue to be high for the industry. As the veterinary industry continues to face staffing shortages and retention issues, it’s now more important than ever for practices to focus their efforts on retaining and supporting employees. Student debt for veterinary graduates is on the rise again, according to dvm360. You can attract and retain high-quality veterinary staff by offering benefit plans and maintaining fair wages. Other factors that contribute to employee satisfaction and retention include a supportive workplace environment, high-quality training, workplace practices aligned with a strong mission or value statement, and employee wellness plans. Read more about maintaining a happy and healthy workplace here.

Have Questions?

Managing the business side of your practice in the face of economic uncertainty can be an overwhelming responsibility—but you don’t have to go at it alone. RBT CPAs is here to support your practice’s accounting, tax, audit, and advisory needs. Whether you’re looking to outsource your accounting or seeking guidance on building a financially healthy business, RBT CPAs’ veterinary accounting and advisory services team is here to help. At RBT CPAs, we believe we succeed when our clients succeed. Learn more about how we can be Remarkably Better Together by contacting us today.

Veterinary offices are busy workplaces made up of many moving parts. While veterinarians and medical staff work hard each day to treat patients, practice managers and administrative staff maintain the operational side of the business. Each day, team members carry out financial processes vital to the operation of the practice. But are these processes being thoroughly documented? By taking the time to document financial processes and team member duties, veterinary practices create consistency across business operations, maintain organized systems, reduce training and onboarding time, ensure business continuity when team members leave, and enable informed decision-making.

What financial processes should be documented?

Processes that should be documented include all bookkeeping tasks such as managing daily financial transactions, financial reports, balance sheets, cash flow statements, general ledgers, and income statements. Other processes that should be documented include payroll management, budget creation, and financial forecasting.

What does it mean to document your financial processes?

Documenting your processes requires breaking each task down into a series of clearly outlined steps. These steps should be presented in a way that they can be easily followed by someone else if necessary. One method of documenting processes is process mapping, a technique that utilizes visual representations of workflows and team member responsibilities. A flowchart is an example of a type of process map.

Why is it important to document processes and team member duties?

There are many reasons you should be documenting your practice’s processes and team member responsibilities. A well-documented system creates organization, efficiency, and consistency within your operations. An effective system of documentation should lay out each team member’s essential duties, indicating what tasks fall under each position. This ensures that all necessary tasks are carried out while reducing confusion over responsibilities and creating a more efficient workflow. Documenting processes also creates consistency in operations, allowing tasks to be completed the same way every time. Consistent procedures not only improve the quality of your operations but also gain the confidence of team members and clients. Standardized processes demonstrate professionalism and reliability, especially when it comes to the management of your practice’s financials.

Documenting your processes also ensures business continuity should a team member leave his/her position. What if your bookkeeper unexpectedly leaves tomorrow? Would your practice continue operating smoothly? What about the team member in charge of payroll? Would your staff continue to be paid on time? Documenting essential processes and roles reduces disruption to your business’s operations should a situation like this occur. Even when a team member’s departure is expected, the transference of duties to the incoming team member can consume significant time and energy. Detailed descriptions of each position and the corresponding responsibilities aid immensely in the training and onboarding of new staff. This is especially true for cases in which the outgoing team member has been in his/her role for several years and has functioned autonomously for much of that time. Proper documentation of duties allows the knowledge of experienced employees to be passed on to succeeding team members, rather than being lost during transition.

Lastly, detailed documentation of financial processes aids a practice’s ability to assess and improve its operations. Documentation helps veterinary practices monitor compliance with financial regulations and legal requirements, prepare for audits, and maintain internal controls. It also allows practices to review their financial processes and determine if there is a need for improvement, guiding informed decision-making for practice owners and managers.

Time to document!

The task of documenting your practice’s financial processes and team member duties can require significant time and effort initially. However, the benefits of documentation far outweigh the costs. Documenting your processes will ensure your business is run efficiently so that you can focus on your core mission of caring for your animal patients. For guidance on documenting your financial processes, reach out to our experts at RBT CPAs. You can count on RBT CPAs for exceptional accounting, audit, tax, and advisory services. Give us a call today to find out how we can be Remarkably Better Together.

Among the many factors that contribute to stress in the Veterinary field, student loan debt is a big one. With the average student loan debt for vets reportedly ranging from upwards of $150,000 – and sometimes as high as $400,000, veterinary practices looking for ways to attract and retain talent may want to explore education assistance programs and defined contribution savings plans. Here’s why…

Under Section 127 of the IRS code, employers can use an educational assistance program – commonly used to help employees pay tuition, fees, and other costs of going to school while working — to help employees pay student loan obligations through December 31, 2025 (unless it’s extended via legislative actions).

To set up a program, an employer must put it in writing and adopt related administrative processes. The IRS recently provided sample language for a program making it even easier for employers to get started.

Under a program, an employer can offer $5,250 per year in total benefits. An employer can pay principal and interest on an employee’s qualified educational loan, up to the annual maximum. Best of all, the benefit is tax-free to the employee and a tax deduction for the employer. The IRS recently issued FAQs with more details.

In addition, thanks to the SECURE 2.0 Act, employers that offer a 401(k), 403(b), SIMPLE IRA or 457(b) qualified retirement plan can opt to include a student loan matching contribution feature. Put simply, when an employee makes payments for a qualified higher education student loan, the employer can make matching contributions to the retirement plan in their name. This way, the employee can continue paying student debt and, at the same time, build income for retirement.

According to recent IRS guidance, a qualified student loan payment can be for the employee, a spouse, or a child, providing greater flexibility and opportunities to pay down student loan debt. Limitations may apply.

Making this an even sweeter deal, certain employers (with fewer than 100 employees) may be eligible for a tax credit of up to $5,000 for each of three years when they start a qualified plan like a 401(k) or SIMPLE IRA.

If you have questions or need assistance getting started, RBT CPAs and its affiliates are here to help.

Our Spectrum Pension and Compensation professionals specialize in designing and administering retirement plans like 401(k)s or SIMPLE IRAs.

Our Visions Human Resources Services professionals can help you set up an educational assistance program (and address any other HR needs you may have).

Your RBT CPAs contact can help you navigate accounting, tax, and audit implications and compliance.

To get started, email slhowell@rbtcpas.com to set up a meeting with representatives from all three of our organizations (Spectrum, Visions Human Resource Services, and RBT CPAs) and experience firsthand what we mean when we say you and RBT CPAs can be Remarkably Better Together.

Please note: The preceding information contains highlights only. It’s a good idea to speak with a benefits professional, HR advisor, or benefits legal council to understand all of the implications and requirements of adopting and administering benefit plans.

When was the last time you took a close look at your practice’s billing processes and results?

Given the current inflationary environment, where everything from food to gas costs more, you may want to take a close look at your billing practices to help maintain and protect cash flow.

Effective billing practices are essential to capturing all possible revenue and maintaining or boosting your bottom line. Services rendered may not be correctly billed due to oversight, the lack of standardized processes, or insufficient training, and the costs of these mistakes can add up over time.

To address this, it’s a good idea to regularly speak with your staff about the importance of accurate billing and the negative financial implications of missed charges. Use this as an opportunity to foster teamwork and commitment to achieve a common goal: 100% accuracy in billing.

Consider making this responsibility part of job descriptions and performance reviews. Linking pay and performance for billing accuracy reinforces its importance and can motivate greater attention to detail.

Also, inexpensive rewards – like a pizza party at the end of a month with no billing omissions or a gift card to the person with the best track record for accurate billing – can go a long way to engage your team in upholding best-in-class practices.

As people get caught up in the flurry of daily office activities, shortcuts or slight adjustments to protocols may emerge and, over time, become routine. Keep your billing protocols intact with periodic training where procedures and protocols are reviewed and goals for billing accuracy are reinforced. To keep it interesting, consider conducting a “mock appointment” to refresh your team’s knowledge and understanding of expectations.

Regular audits of billing records can help identify billing errors, omissions, or oversights. This can range from simply auditing a few bills each week to hiring an outside firm to evaluate billing performance and opportunities. Watching key financial indices – like revenue-to-expense ratios or gross margin – can help identify red flags signaling potential billing issues.

Finally, with the constant evolution of technology, staying in the know about billing systems and capabilities can help you identify additional opportunities to automate and reduce the likelihood of missed fees.

If you simply can’t see adding these responsibilities to your already overflowing to-do list, give RBT CPAs a call. Whether you want to outsource bookkeeping and accounting, audit your practice or books, or rent a CFO part-time, we would appreciate having the opportunity to show you how we can be Remarkably Better Together.

RBT CPAs has been providing accounting, audit, advisory, and tax services to businesses in the Hudson Valley and beyond for over 55 years. We are proud to say 100% of our work is prepared in America. Our company does not offshore work, so you always know who is handling your confidential financial data.

How did your veterinary practice fair this past tax season? Did you owe more than expected? Were you surprised? At RBT CPAs, we work with clients to develop tax planning strategies to help you avoid surprises and potentially keep more of your hard-earned money.

We start by learning about you, your business, and your short- and long-term business goals. Your strategy for taxes can differ and change depending on a variety of factors, like whether you have had a few profitable years in a row; whether you rent or own the building where your practice is based out of; whether you plan on expanding services requiring investments in equipment and more employees; and more.

Next, we walk you through opportunities to reduce tax liabilities. For example:

• Do you need new (or used) office furniture or equipment? You may qualify for Section 179 deductions for the cost of computers and software, furniture, equipment, and certain vehicles. If you put any eligible purchases into service before the end of this year, there’s an additional 60% bonus deduction. The bonus deduction drops to 40% in 2025 and 20% in 2026 before expiring come 2027. So, even if you were thinking of waiting another year to make certain purchases, the higher bonus deduction may be worth accelerating your timeline.
• Do you own the building that your practice operates from? Are you considering facility updates or an expansion? If you do you’ll want to know about the beneficial tax treatment of energy-efficient upgrades. Security, HVAC, and fire protection systems, as well as structural improvements, may qualify for deductions.
• Do you and/or your staff attend industry conferences or events? Travel, hotel, and the cost of the event may serve as deductions – just be sure to keep good records and receipts.
• Do you host off-site meetings and events for staff? If you use your home – primary or vacation – as the meeting location, you can charge your business “reasonable rent” without having to claim it as income. This only applies if the maximum number of rental days is 14 or less; although, they don’t have to occur concurrently.
• Are there benefit plans you should consider offering to enhance your ability to attract and retain employees and get a tax deduction for contributions?
• Are you taking advantage of an accountable plan for employee business expenses so you and your employee save on withholding and FICA taxes?
• What are the pros and cons of changing your business structure (for example, from a single-member LLC to an S Corp)? Is now the right time?

Finally, we equip you with a roadmap to help you make the most of the time left in 2024 to make smart tax moves. Interested in learning more? Schedule a tax review and planning session today by emailing slhowell@rbtcpas.com or going to our webpage to request a meeting. We would love to have the opportunity to show you how we can be Remarkably Better Together.

RBT CPAs is proud to say 100% of its work is prepared in America. Our company does not offshore work, so you always know who is handling your confidential financial data.

Updating an existing facility or buying or building a new one is an exciting time in any business’s journey. Taking the time to understand the many facets of this venture can save you time, money, customers, taxes, and more.

Here are some considerations as you get started…

What’s your short- and long-term business strategy and goals, and how will the upgraded/new facility support them?

Are you looking for a facelift and to maintain the status quo or do you have plans to improve service and productivity, accommodate more clients, or expand your offerings? How does this align with and support your exit plan?

How can a renovation or new facility enhance your brand and reputation?

The customer experience you create and deliver can be enhanced with the right design and execution. For example, if you want to allow clients to visually or physically accompany pets throughout visits, an open-concept design or glass walls may be in your future.

What’s your budget?

Developing a budget enables you to set realistic parameters for your project and helps you prioritize where to invest so you get the biggest return on investment. It also helps when it comes to determining the best way to finance and pay for the upgrade.

What’s on your wish list?

Maybe you’ve always wanted a triage area or more on-site diagnostic capabilities. Perhaps you want your passion for sustainability and the environment reflected in your facility (i.e., covered parking spaces with solar panels powering your facility). Is it time to upgrade your technology infrastructure to promote paperless transactions and communications, while allowing pet owners to work while waiting?

Is talent recruitment and retention a priority?

Consider how a renovation can enhance your employee experience with upgrades like lockers to store personal items; a break room that really provides a break; an outdoor mental health space; or a private nursing area.

Be prepared to consider a lot of details.

How can your facility design foster patient flow from arrival through treatment and payment? Do you need a triage area with easy access to a lab and x-rays? Do your pharmacy and retail items need to be located by where customers checkout and pay? How about the outside of the facility – from parking to walkways and awnings? What about isolation areas, lighting, flooring, noise control, ventilation, storage, security, cleaning, and sanitation requirements? Patient flow, functionality, and safety should be top of mind.

How will it impact your clients and business today?

Can you still conduct business while a renovation is taking place? Will the number of clients you treat, the services you provide, or your revenue be affected?

Should you engage professionals who specialize in renovating or building veterinary facilities?

Companies and people who find and oversee the renovation or building of veterinary facilities know the ins and outs, from regulations, zoning, and codes to location, planning, design, and execution. Talking to these professionals can help you better understand everything involved in a renovation, purchase, or build. Engaging them frees you up to continue focusing on your practice while having a partner to help you navigate the process.

Do you know the tax strategies, credits, deductions, and options are available?

Your renovations and improvements may qualify for Section 179D and Section 179 deductions for things like furniture and equipment; computers and software; machinery and medical equipment; security and HVAC systems; roofs; fire protection systems; and more. There are efficient energy deductions and solar incentives available to consider as well. For example, are you contemplating installing electric car chargers at your facility? You could benefit from certain tax incentives in the year of installation. Also, employing cost segregation can make a difference when it comes to writing off costs. Some elements of your renovations and improvements can be eligible for accelerated depreciation methods so a cost segregation could lead to accelerated tax benefits and increased cash flow.

If you’re considering renovations, moving, or building a new facility, please remember, RBT CPAs professionals are available to help you with budget creation and tracking; tax strategy; and more. We are also available to support all of your accounting, tax, audit, and advisory needs. We’ve been proudly serving municipalities, businesses, non-profits, and individuals in the Hudson Valley for over 55 years. Please don’t hesitate to give us a call and find out how we can be Remarkably Better Together.

RBT CPAs is proud to say 100% of its work is prepared in America. Our company does not offshore work, so you always know who is handling your confidential financial data.

There are some big changes coming to gift and estate tax laws that can significantly increase estate taxes and decrease your financial legacy. As you work so hard to take care of animals, their owners, and your employees, make sure you’re also taking steps to protect the wealth you’ve built by making gift and estate tax planning a priority this year.

Without legislative action, the valuable Tax Cuts and Jobs Act’s (TCJA’s) gift and estate tax exemption is set to revert to pre-2018 levels starting in 2026. This will significantly increase the amount of an estate subject to Federal taxes. Add to that New York’s estate tax rules and taking the time to create and/or update your estate plan will make a big difference in how much of your estate goes to the people and causes you care about, and how much goes toward taxes.

On January 1, 2018, the TCJA took effect. Certain provisions increased the amount of assets individuals and married couples may gift annually and over a lifetime (as well as leave as part of an estate), with no federal taxes owed. Each year, exemption amounts are adjusted for inflation. For 2024:

• The annual gift exclusion limit is $18,000 (or $36,000 for a married couple) per person. You do not pay taxes on gifts up to the limit. What’s more, amounts up to the annual limit do not count toward the gift and estate tax lifetime exemption. So, let’s say you are married and have two children. You and your spouse may each gift $18,000 to each child, for a total combined gift of $36,000/child in 2024. You won’t have to pay taxes on the gift and the gift won’t apply toward your lifetime gift and estate tax exemption. (There is an exception: if you are married and your spouse is a U.S. citizen, you can gift an unlimited amount to your spouse tax-free. If your spouse is not a U.S. citizen, there is an annually adjusted limit on tax-free gifts. For 2024, that amount is $185,000.) To qualify for the annual gift exclusion, the gift must be a present interest gift.
• The gift and estate tax lifetime exemption is $13.61 million (or $27.22 million/married couple). Amounts above the lifetime exemption are taxable. Even though the exemption is scheduled to decrease starting January 1, 2026, any exemptions for 2018 through 2025 will be honored at the higher exemption amounts in effect at the time. The Federal tax law has a portability provision that provides for the unused exemption of the first spouse to die to be available to the surviving spouse if an estate tax return is filed when the first spouse passes away and the surviving spouse is a U.S. citizen.

Both the annual limit and lifetime exemption will be adjusted for inflation again at the start of 2025. Then, on January 1, 2026, the gift and estate lifetime exemption goes back to its pre-2018 level of $5 million, adjusted for inflation (so it’s expected to be in the $7 million to $8 million range). This will significantly reduce the amount of assets that can be gifted over a lifetime and passed on as part of an estate tax-free. In New York, it’s a bit more complicated.

New York does not have a gift tax; however, it does have different rules for estate taxes. Key differences include:

• An estate tax exclusion is tied to federal tax laws from 2014 and gradually indexed for inflation. For 2024, the New York estate tax exclusion amount is $6,940,000.
• However, there is a “cliff” built into the calculation. If a decedent’s taxable estate is between 100% and 105% of the exclusion amount as of the date of death, exclusion benefits phase out. There is no exclusion benefit if a taxable estate is more than 105% of the exclusion amount as of the date of death. This means New York State estate taxes are due starting with the first dollar of assets.
• Gifts made within three years of death are not excluded and are “clawed back” to be included in the calculation of New York estate taxes.
• New York does not have a portability provision and, thus, does not allow an unused exclusion amount to transfer to a surviving spouse.

There are actions New Yorkers can take to stay within the state’s exclusion amount while avoiding the “cliff” and maximizing opportunities under Federal estate tax laws. To learn more about your options, contact RBT CPA Trust, Estate and Gift Practice professionals by emailing Ita Rahilly, CPA, at irahilly@rbtcpas.com. Your RBT CPA client manager is also available to help start the discussion, in addition to handling your accounting, tax, audit, and business advisory needs. Give us a call today.

RBT CPAs is proud to say 100% of its work is prepared in America. Our company does not offshore work, so you always know who is handling your confidential financial data.

The veterinary industry has certainly seen its share of ups and downs over the last few years in terms of business valuations, acquisitions, consolidations, sales, and general performance. Now that businesses are getting more accustomed to operating in an environment marked by high inflation (that’s coming down) and high interest rates (that will likely come down), and the threat of a recession is waning, we predict 2024 will foster greater stability in the veterinary marketplace.

Starting with acquisitions and consolidations, following last year’s lull and the prior two years’ bubble, we anticipate there will be a gradual uptick in 2024. With so many of the larger veterinary practices and hospitals already targeted for acquisition and consolidation, we would expect to see interested parties begin exploring smaller practices, with two or more doctors and strong profitability. While valuations may be up slightly from last year, returning to 12 to 18 times EBITDA common in 2021 and 2022 is not likely.

There’s also indication that deals will involve less cash up front, be more complex, and cover longer time spans. Considering continuing labor challenges, it wouldn’t be surprising for acquirers and consolidators to look for current doctors to sign on to longer employment contracts than in the past.

As for actual business performance, the environment remains challenging. Pet owners are tightening their belts to address the impact of inflation and interest rates on their disposable income. A number of sources are citing decreases in veterinary visits and longer time lapses between visits. This will likely continue in 2024.

To offset declines, 2024 will likely see an increased interest in practices expanding their value proposition, by adding or expanding services and high revenue sources (to include things like dental) and exploring technology upgrades. No doubt, promoting operating efficiencies by eliminating non-value-added work with technology and keeping a close watch on inventory and material costs to protect profit margins will remain priorities for all. The upside of all of this effort is that these actions – and their results – make a practice more attractive to buyers and investors.

At the same time, growing interest in new delivery channels like telemedicine and new business models like mobile operations will continue in 2024, although we wouldn’t expect it to be at a pace that causes any major industry disruption…at least not this year.

My observations are general and, in truth, they can turn on a dime (although I don’t think that will happen), especially considering the many factors that can impact the economy and business today.

While understanding the big picture landscape is important to inform goals and business decisions, focusing on your practice is where the real opportunity can be found. Whether you’re looking to develop a business strategy; bring a CFO-like focus to your operations; or need accounting, tax, audit or other business advisory services, please don’t hesitate to give us a call. We are RBT CPAs. For over 50 years, businesses across the Hudson Valley, New York and beyond have partnered with us because they know we believe we succeed when we help them succeed, and we can be Remarkably Better Together.

RBT CPAs is proud to say 100% of its work is prepared in America. Our company does not offshore work, so you always know who is handling your confidential financial data.