For spay/neuter and pet-assistance voucher programs
Run your whole voucher program in one place.
Application, approval, hospital check-in, surgery, invoice and payment. Replace web forms, email threads and spreadsheets, and go live in 10 weeks.
Hosted subscription · Not priced per user · Your data stays yours
- Pet
- Cat · Spay
- Authorized
- Up to $150
- Expires
- Mar 31
- Program
- Spay/neuter assistance
Most voucher programs still run on forms, inboxes and spreadsheets.
That means retyping applications, chasing hospitals for paperwork, checking invoices line by line against what was approved, and rebuilding grant reports by hand. Spayflow keeps every application, voucher, surgery and dollar in one record that staff, hospitals and finance all work from.
How it works
From application to payment, one connected flow.
- 01
Apply
Pet owners apply from their phone in five steps, upload proof of income and pick a hospital. No account needed.
- 02
Approve
Staff work an eligibility checklist with duplicate and household-limit warnings. One click issues the voucher and notifies owner and hospital.
- 03
Check in
The hospital front desk enters the voucher and sees Valid, Check or Do not proceed before anyone books a slot.
- 04
Surgery
The hospital records the surgery in its portal. No-shows are logged and no-show fees tracked.
- 05
Invoice & pay
Invoices are flagged when over the authorized amount, past expiration or duplicated. Finance records payment by hospital.
Built for everyone in the loop
Each person gets the view they need, and nothing they shouldn't see.
Pet owners
A mobile application, email confirmations, and private links to check status, request a hospital or pet change, ask for an extension or upload missing documents.
Program staff
A "needs attention" dashboard, one-click approvals, full voucher timelines, and managed transfers, extensions, exemptions, voids, donations and refunds.
Partner hospitals
A tablet-ready front-desk portal for voucher checks, scheduling, surgeries, invoice upload and payment status.
Finance
Line-by-line invoice review with automatic flags, adjustments with reasons, and payment recording by hospital.
Leadership & grantors
Live reports by month, county, species, hospital and outcome, time from application to payment, and Excel or CSV exports for grant reporting.
Program control
Set your own rules: validity, extensions, fees, no-show and household limits, service counties, voucher types, email templates and roles.
For partner hospitals
Built for the front desk, not the back office.
Hospitals stop calling to ask if a voucher is good and stop emailing PDFs into the void. One login works across every program they serve, and each program's records stay separate.
- Instant voucher check: Valid, Check or Do not proceed
- Scheduling, no-shows and no-show fees in one place
- Record surgeries and upload invoices, one at a time or in batches
- See payment status without a phone call
- Only what they need to treat the pet. Income documents stay with program staff.
How it compares
Other tools stop at the application. Vouchers don't.
Case-management and grant tools handle intake and approval. The hospital side, where vouchers are redeemed, invoiced and paid, is usually still email and spreadsheets.
| Capability | Forms + spreadsheets | Case-management tools | Grant platforms | Spayflow |
|---|---|---|---|---|
| Online application with document upload | Yes | Yes | Yes | Included |
| Eligibility, duplicate and household-limit checks | Manual | Varies | Varies | Included |
| Partner hospital portal | No | No | No | Included |
| Invoice review against the authorized amount | Manual | No | No | Included |
| Payment tracking by hospital | Spreadsheet | No | Varies | Included |
| Grant-ready reports and exports | Manual | Varies | Yes | Included |
| Tamper-evident audit log | No | Varies | Varies | Included |
Pricing
One flat monthly fee. Not priced per user.
Bring every staff member and every partner hospital. At 2,000 vouchers a year, the subscription works out to $3.90 per voucher.
Platform
Subscription$650/ month
- Unlimited staff and hospital users
- Up to 2,000 vouchers a year, then $0.40 per voucher
- Hosting, security updates, daily backups
- Email support, next-business-day response
- Ongoing feature releases
Launch
$9,500one time
- Program rules, voucher types and forms set up with your team
- Import of open vouchers from current records
- Email templates and eligibility checklist
- Front-desk walkthrough for every partner hospital
- Two staff training sessions and a one-page guide per role
Half at signing, half at go-live.
Add-ons
Reminders and alerts from your own number. 2,000 texts a month, then $0.03 each.
Hospitals generate invoices from completed surgeries.
TNR, vaccine clinics or pet food, with their own rules, forms and reports.
Founding partners: a limited number of programs get a reduced launch fee and a 3-year rate lock in exchange for feedback.
Ask about founding termsLaunch
Live in 10 weeks.
- Weeks 1–2
Configure
Rules, voucher types, checklist, counties and forms, set up with your staff.
- Weeks 3–6
Build & review
Review working screens each week on a private test site.
- Weeks 7–8
Hospital onboarding
Logins and a 30-minute walkthrough for each hospital; open vouchers imported.
- Week 9
Pilot
Live with one hospital and new applications only.
- Week 10
Full launch
All hospitals live. Staff trained, one-page guide for each role.
Security & your data
Every dollar and decision on the record.
Built for programs that answer to grantors, boards and auditors.
Tamper-evident audit log
Every access and change is logged.
Private income documents
Visible only to program staff. Hospitals see only what they need to treat the pet.
MFA and roles
Multi-factor sign-in for admins, with separate admin and clerk roles.
Backups and uptime
Daily backups, uptime monitoring and a 99.5% monthly uptime commitment.
Your data stays yours
Export everything at any time, and get a full export within 30 days of leaving.
Kept separate
Each organization's applicants, vouchers and reports are kept apart from every other's, even when hospitals serve several programs.
Questions
Common questions from program directors.
How long does it take to launch Spayflow?
Most programs are live in 10 weeks: two weeks of configuration, four weeks of build and weekly review, two weeks of hospital onboarding, a one-week pilot and full launch in week 10.
Is Spayflow priced per user?
No. The subscription is a flat $650 a month with unlimited staff and hospital users and up to 2,000 vouchers a year, then $0.40 per voucher. A one-time launch fee covers setup, data import and training.
Do partner hospitals pay for Spayflow?
No. Hospital logins are included in your program's subscription, and each hospital gets a 30-minute front-desk walkthrough during onboarding.
Which kinds of programs does Spayflow support?
Spay/neuter vouchers, TNR and community cat programs, vaccine clinics and pet food assistance. Each additional program gets its own rules, forms and reports.
How is applicant information protected?
Income documents are visible only to program staff, admins sign in with multi-factor authentication, every access and change is logged, and data is backed up daily.
Can we get our data out if we leave?
Yes. You can export everything at any time, and you receive a full export within 30 days of ending your subscription.
Start with a 45-minute working session.
We'll confirm your program rules, hospital list and launch date. A signed agreement starts week 1.
- A live walkthrough with your own program rules
- A launch-fee and subscription quote for your volume
- Founding-partner terms, if you qualify
Prefer email? hello@spayflow.com
Thanks, we've got it.
We'll email you to set up the 45-minute working session. Bring your current application form and hospital list if you have them handy.