Vet Clinic and Pet Shop Billing and VAT in Nepal

A vet clinic that also sells pet food, accessories and medicines is running two businesses under one roof: a service and a shop. The bills, the stock and the tax treatment can easily get tangled. This article explains a tidy way to run billing and stock for a clinic and pet shop in Nepal. It is about record keeping, not tax advice. Rules change, so confirm your own duties with the Inland Revenue Department or your accountant.

Separate services from goods

Start by splitting your income into groups: consultation and procedure fees, farm visit charges, medicines, pet food and retail items, and grooming or boarding if you offer them. A single bill can carry all of these as separate lines, but your reports should group them. Then you can see whether the clinic or the shop earns more, and which medicines or foods are your top sellers.

VAT: what to keep in order

The standard VAT rate in Nepal is 13%. Whether your business must be registered, which items are taxed and how, is for the IRD and your accountant to confirm. What you can control is your records. If you are registered, keep numbered bills, a record of VAT charged on sales and a record of purchases with supplier bills. Your software should let you set up the VAT rate per item or per bill so that the totals are correct, and let you export sales and purchase lists for your accountant. WebsNP configures this for you but does not give tax advice.

If you are looking for how to run billing with tax in a general shop, the VAT billing software page has more detail.

Keep a medicine register that works

Medicines need more care than dog biscuits. For each item record the name, supplier, batch number, purchase date, expiry date, quantity and purchase cost. When you sell, the stock goes down. Every month, review the list of items expiring in the next two or three months. Move them to the front of the shelf, offer them first or return them to the supplier if your agreement allows it.

Stock detail	Why it matters
Batch number	Lets you trace a recalled product
Expiry date	Avoids selling or using expired items
Purchase cost	Shows your real margin
Supplier	Helps with returns and reordering

Some veterinary medicines may be subject to rules about who can sell or dispense them. Ask the relevant authority or professional council what applies to you rather than relying on hearsay.

Credit and part payments

Farmers often buy feed and medicine on credit and pay after the milk or crop money arrives. Keep a ledger for every credit customer showing the date, the items, the amount and the payments. Agree a time limit. A pending list that shows balances by age lets you phone the oldest first. Do not rely on memory or a notebook that one person controls.

Discounts and returns

Record every discount with a reason, and handle returns with a credit note rather than quietly deleting a bill. Wrong entries should be cancelled with a reason, so the original stays visible. This protects you in an audit and also protects your staff from accusations.

Daily closing routine

1. Count cash and compare with the day's cash sales.
2. Check digital receipts against your bank or wallet records.
3. Review the list of items that fell below reorder level.
4. Note new credit sales and part payments received.
5. Back up your records if your setup needs a manual backup.

What software can do

WebsNP veterinary clinic software combines consultation bills, medicine and retail sales, batch and expiry tracking, customer ledgers and VAT-ready invoices. Reports can be exported for your accountant. We set the item groups, bill layout and VAT settings with you, and you remain responsible for your tax decisions. For a stand-alone shop, inventory management software covers similar ground.

Purchases, suppliers and margins

Billing is only half of the picture. Record every purchase from suppliers with their bill number, date, items, quantity and cost. When purchase costs rise, update your selling prices before stock runs out, not after. A simple margin report, selling price against purchase cost, shows which products really pay for the shelf space. Pet food bags with low margins and high volume behave very differently from accessories with high margins and slow sales, and you will often decide to stock them differently.

Keep supplier payments organised too. Note which bills are paid and which are pending, so you do not pay twice or miss a discount for quick payment. If a supplier gives you a credit period, a due list prevents late payment awkwardness. Your accountant will also thank you for clean purchase records at the end of the Nepali fiscal year, which starts in Shrawan.

Receipts owners understand

Owners often need a bill for a boarding home, a farm loan file or simply their own records. Make sure each bill shows the clinic name, address, phone, date in AD and BS, the animal and owner, each line with quantity and rate, any discount and the total. A clear bill reduces questions at the counter and shows professionalism. Offer to send a copy on WhatsApp when the owner asks, and keep the sent copy in the system so a duplicate can be traced.

Your next step

List your product groups, your VAT status as confirmed by your accountant and your credit customers. Bring that list to a demo and we will show how it fits on one bill and one stock list. Message us on WhatsApp to arrange it.

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