Every visit, referral and CE dinner, finally in one place.
PawPath gives your VRMs a route in the morning, a two-tap check-in at every clinic, and a clear list of who to call next. Managers see the whole territory. Leadership sees which referrals moved, and why.
- 1Coastal Animal HospitalChecked in 8:52 · met the medical directorDone
- 2Palomar Pet ClinicChecked in 10:15 · follow-up set for FridayDone
- 3Valley Veterinary GroupReferrals down 38% vs last yearUrgent leak
- 4Oceanside Cat ClinicShared clinic · another VRM was here last weekBrief ready
Spreadsheets can't tell you which clinic is about to stop referring.
Most relations teams run on a Power BI export, a shared calendar, a mileage spreadsheet and a lot of memory. The work gets done. What's missing is the picture: who was visited, what was promised, and where the referrals went.
Visits live in people's heads
Notes sit in phones and notebooks. When a VRM leaves, years of relationships leave with them.
Referral drops are found too late
A clinic quietly moves its cases elsewhere, and nobody notices until the quarterly report.
CE events don't connect to results
Dinners get planned, people attend, certificates go out by hand, and nobody can say whether referrals followed.
Managers fly blind
Who is where, which clinics two VRMs both visit, and what happened this week takes a dozen messages to find out.
Your team spends its time in clinics, not in spreadsheets.
A plan for every day, and nothing to retype
Build the route in minutes, follow turn-by-turn directions in your own maps app, and check in with two taps. Mileage logs itself when the route ends, and the reimbursement is worked out for you.
The whole team on one screen
See every check-in, route and follow-up for the people you manage, step into any VRM's view with View As, and get a weekly report in your inbox without asking for it.
Referrals you can explain
Upload the monthly referral export and see trends, leaks and opportunities by clinic and hospital. Next Best Action tells each VRM which clinics to visit first, and why.
Referrals arrive complete
Referring clinics send cases through a simple portal with the right questions for each specialty, attachments included, and both sides see the status as it moves.
From first coffee to last check-in.
Plan
Pick clinics from the Clinic Map, lasso a neighborhood, or start from Next Best Action. Optimize the order with one click.
Prepare
Open the Pre-Visit Brief: last visit, open follow-ups, referral trend, and notes another VRM shared about the same clinic.
Visit
Tap Arrived, then Check In. Answer the visit questions your admin set up. A follow-up or action item takes one more tap.
Follow up
Send a referral for the clinic from your phone, or add them to the email list for next month's CE dinner.
Wrap up
End the route. Miles go to the Mile Log, your manager's weekly report picks up the day, and tomorrow's list is ready.
Every feature, explained.
PawPath covers the whole relations workflow: clinics, routes, check-ins, referral reports, a referral portal, CE events, email campaigns, forms, team reporting and administration. Each feature notes the plan it comes with.
Clinics & maps
One clean, shared list of every clinic in your territories, on a map you can actually work from.
Accounts Field
Every clinic with address, phone, website and map position. VRMs see the clinics in their territory plus any they add; managers see their team's; admins see everything.
Territories Field
Draw territories by state, county, city, ZIP or ZIP prefix. Clinics fall into the right VRM's list automatically, and new clinics land in the right place as they're added.
Account Details Field
Private fields each VRM keeps per clinic (tier, relationship status, preferred contact, notes). Admins design the questions in a builder, with no code.
Clinic Map Field
Every clinic in your view on one map, colored by tier or by days since the last visit:
- green within 30 days, then yellow, orange and red;
- black after 120 days, and gray if never visited.
Use the legend as filters, find clinics Near Me, or lasso an area straight into a route.
Add a clinic with address check Field
New clinics are checked against the U.S. Census and OpenStreetMap, or Google if you turn it on, so every pin lands in the right spot. If an address can't be found, the clinic still saves and an admin is alerted to fix the location.
"Is this the same clinic?" Field
Typing a clinic that already exists under a slightly different name or address brings up the likely match before a duplicate is created.
Possible Duplicates & merge Field
Admins review likely and possible duplicates side by side. They choose which details to keep, then merge visits, notes and history into one clinic. Every merge can be undone.
Clinic Names Field
Rename clinics in bulk. For example, add the city to every "Banfield" so they can be told apart. Every change is kept in a history, and any rename can be undone.
Import clinics & Badger Maps Field
Bring in your clinic list from Excel or CSV, map the columns, and import your Badger Maps check-in history, so nothing starts from zero.
Show on Google Field
One click opens a Google search for a clinic you're adding or matching, so copying hours, phone and website takes seconds.
Routes & mileage
Plan a day of visits in minutes and stop logging miles by hand.
Route Builder Field
Search clinics, add stops, set your start and end from saved addresses, and optimize the order to save driving time. See the route on a map before you leave.
Lasso Route Field
Draw a loop around a part of the map and every clinic inside becomes a route stop.
Active Route Field
Work the route stop by stop: Directions in Google Maps, Apple Maps or Waze, then Arrived, then Check In. Reorder or skip stops as the day changes.
Saved, shared & past routes Field
Reuse routes you run every month, share one with a colleague or RDO/ABM, and look back at completed days with every stop and check-in.
Mile Log Field
Ending a route records its driving miles automatically, and you can add or edit other trips by hand. Each month shows total miles and the reimbursement, and exports to PDF or a share link for expense reports.
Your reimbursement rate Field
Admins set the rate per mile and the month it starts, for example the new IRS rate in January. Past months keep the rate they were paid at.
Shared clinics Field
When two VRMs cover the same clinic, each sees the other's recent visits and shared notes on the route and before check-in. Nobody walks in unaware that a colleague was there yesterday.
No location tracking Field
PawPath doesn't follow anyone around. It records the check-ins and routes people choose to log, and nothing else.
Check-ins & tasks
Two taps at the clinic, and the promises you made don't get lost.
Check-in Field
Record the visit type, whether you met the key decision maker, who you saw and what happened. Admins choose the questions in the Check-In Builder: choice lists, yes/no, text and dates, with conditional follow-up questions.
Follow-ups & action items Field
Turn a conversation into a dated follow-up or a prioritized action item, tied to the clinic. They appear on the dashboard, the calendar and the bell until they're done.
Calendar Field
Follow-ups, action items, CE events and your own events in one month view. Managers can see their team's calendars, and items export to Google, Outlook or Apple calendars.
Notifications Field
The bell counts what's due or overdue. The dashboard lists alerts by urgency, with dates in each person's own time zone.
Visits history Field
Every check-in, searchable by person, clinic and date, with the full answers. Managers filter by VRM; admins see everyone.
Announcements Field
Admins post a banner at the top of every page, such as an office closure or a new process. They choose its colors and how long it runs. People can close it, and it shows again at their next sign-in until it ends.
Referral intelligence
Turn the monthly referral export into a to-do list.
Upload Referral Report Referral Growth
Upload the monthly Power BI (or similar) export. Clinic names are matched to your accounts, with a confirmation step for look-alike names, and the reports update for every VRM.
Referral Report Referral Growth
Referrals and revenue by clinic and hospital, month over month and year over year, with clinic groups for practices that have several locations.
Referral Trends Referral Growth
Line charts of referrals and revenue over time, compared with the same months last year, by hospital or for everything.
Opportunities Referral Growth
Clinics in your territory that refer little or nothing yet, ranked so the biggest potential is first.
Referral Leakage & Urgent Leak Referral Growth
Clinics whose referrals are dropping, with how much, since when, and when they were last visited. Urgent Leak puts the steepest recent drops at the top, with a Find Clinic map for any clinic not yet in your list.
Next Best Action Referral Growth
A ranked list of which clinic to visit next, and why: a leak, a long gap since the last visit, an open follow-up, or a growth opportunity.
Territory Heat Map Referral Growth
Referral strength across your territory on a map, so the gaps are obvious at a glance.
Power BI Matches Referral Growth
Link report clinic names to your accounts once and they stay linked. Unmatched names can be added as new clinics in one click.
Referral portal
Cases arrive complete, and nobody has to call to ask what happened.
Clinic logins Network
Staff at referring clinics get their own sign-in, invited by their VRM. They send referrals, attach records and images, and follow every case they sent. Clinic seats are free.
Specialty questions Network
Each specialty (lane) asks its own questions, with short answer, paragraph, yes/no, choice and date fields. An emergency warning shows at the top of every form.
Hospital staff Network
Receiving locations see the referrals sent to them, set the status (New, Pending, Scheduled, Completed, Closed) and add notes. Everyone involved gets an email at each step.
Specialty Locations map Network
Every receiving hospital on a map, colored by lane, nearest to the clinic first. Hospitals that share a building or parking lot fan out so none hide another. Directions and Refer here sit on every card.
Public referral form Network
A link and QR code for clinics without a login. Referrals are matched to the right clinic by phone or name, and anything unclear waits for an admin.
Consent & access Network
Clinic staff agree to a referral contact authorization before using the portal. Their VRM and RDO are told if they decline, and access can be removed at any time.
Referrals vs Power BI Network
Compare portal referrals with the monthly report by hospital and clinic, to see how much of the business now comes through the portal.
CE Manager
Run continuing education events end to end, and see what they did for referrals.
Events by lane Referral Growth
Create CE dinners and lectures for one hospital brand or several. Each lane gets its own branded RSVP, check-in and survey pages.
Invitations & RSVP Referral Growth
Share the RSVP link or QR code, import a roster with column mapping, and watch registrations come in.
Reminders Referral Growth
Scheduled reminder emails before the event, with attachments, sent automatically.
Check-in & survey Referral Growth
Attendees check in on a phone or tablet at the door and answer the survey afterward.
RACE certificates Referral Growth
Certificates with the attendee's license details, your logos and the CE hours. They're generated and emailed automatically after the event, or downloaded as a zip.
CE ROI Tracker Referral Growth
Attendees are matched to your clinics, and their referrals before and after the event are compared. That's the number leadership asks for.
CE in Reporting Referral Growth
Every CE a VRM created, with lanes, registrations and check-ins, shows in their reports and weekly emails.
Email campaigns
Professional newsletters and invitations to your clinics, built in, compliant and tracked.
Lists & consent Referral Growth
Build lists from your clinics' contacts or a spreadsheet. Only people who agreed can be emailed, and unsubscribes are honored everywhere at once.
Templates & builder Referral Growth
Drag-and-drop blocks for text, images, buttons and columns, with brand colors and a shared image library. Start from a master template and save your own.
Campaigns Referral Growth
Send a test, then send now or schedule. Opens, clicks, bounces and unsubscribes are tracked per person. Fix a bounced address in one step, and delete old campaigns when you're done.
Compliance Referral Growth
Every email includes your mailing address, a one-click unsubscribe and proper sender authentication through your sending service. People who unsubscribe or bounce are never emailed again.
Briefs & AI
Walk into every clinic prepared, and write up the visit in seconds.
Pre-Visit Brief Network
A one-page summary before each visit: last check-ins, open follow-ups, referral trend, account details and notes shared by other VRMs. A template version works without AI, and an AI version is available when AI is on.
Post-Visit Summary Network
Turn a check-in into a clean write-up for your notes or your manager.
Manager Update Network
A weekly summary of a VRM's activity and results, ready to send.
AI Assistant Network
Ask plain questions about your referral reports, check-ins and follow-ups ("where should I focus next week?") and get answers drawn from your own data. History and usage are kept for admins.
Forms & plans
Quarterly plans and surveys without a separate tool.
Assigned forms Field
Assign a form, such as a quarterly territory plan, to VRMs by person or role. It appears as an action item. Save a draft, come back later, submit, and download a PDF.
Form Builder Field
Build internal and public forms with sections, logic, images and thank-you pages. Responses are collected and exportable, and managers see their team's.
Form Responses Field
Every submission in one place, filterable by form, person and status.
Managers & teams
Lead the team without chasing it.
Territory Managers Field
Managers see and work with the VRMs they manage. They can plan routes, check in and update a clinic's details on a VRM's behalf, and everything is saved under that VRM with the manager recorded.
RDO/ABM access Field
Hospital and business leaders get read-only access to the VRMs and hospitals assigned to them. Hundreds of assignments are easy to manage, and these seats are free.
View As Field
See exactly what one of your VRMs sees, read-only, to coach or troubleshoot.
Latest Activity & Activity Logs Field
What each person did most recently, and a day-by-day log of check-ins and routes.
Shared Clinics report Field
Which clinics more than one VRM covers, and who visited last, so territories can be balanced.
Weekly Reports Field
A PDF of each VRM's week, with visits, answers, follow-ups, action items and CE events, emailed to managers automatically.
Reporting & exports
The numbers your leadership asks for, without a data team.
Reporting Field
Days in the field, key decision maker rate, total visits, clinics visited, route miles, open follow-ups and action items, and CE events. Filter by month, quarter, year to date or any dates, for one VRM or all, and export to Excel or PDF.
Team Reports Field
The same picture for a team, a role or a person, for managers and admins.
Data Export Field
Users, accounts, visits, mileage, follow-ups, action items and CE events for any date range, as spreadsheets.
Administration
Set it up your way, and keep control of it.
People & roles Field
Add people one at a time or import them, set roles (VRM, Territory Manager, RDO/ABM, Admin), and assign territories and managers. Deactivating someone keeps their history; a Super Admin can delete inactive people permanently, with their history or after moving it to someone else.
Branding Field
Your name, logo, slogan and colors throughout the app and its emails.
Feature switches Field
Turn whole areas on or off (referral reports, the portal, CE Manager, email campaigns, AI) so the app matches what your team uses.
Maps & Address Lookup Field
Choose free lookups (U.S. Census and OpenStreetMap) or Google separately for adding clinics, search, nearby clinics and address checks. Google calls are counted monthly so you can compare them with Google's bill.
Email, text & support Field
Account emails go through your sending service. A log shows every password link and alert, and whether it went. Text alerts are optional. The Support page sends people to the User Guide first, then to a ticket form.
User Guide Field
A searchable guide built in, covering every page and every role.
On the phone
Built for the car park, not the office.
Add to Home Screen Field
Works in the phone's browser and installs like an app on iPhone and Android, with no app store and no updates to push.
Your maps app Field
Directions open in Google Maps, Apple Maps or Waze, whichever each person prefers.
Phone-sized everything Field
Routes, check-ins, briefs, referrals and the bell all fit a phone screen, with large buttons for one hand.
Everyone sees exactly what they should. Leaders and clinics ride free.
| Role | What they do in PawPath | Seat |
|---|---|---|
| VRM | Their clinics, routes, check-ins, follow-ups, calendar, Mile Log, referral reports, referrals for their clinics, CE events and email campaigns. | Paid seat |
| Territory Manager | Everything a VRM can do, for the VRMs they manage: routes and check-ins on their behalf, team reports, weekly reports, View As. | Paid seat |
| RDO/ABM | Read-only access to their assigned VRMs and hospitals: accounts, visits, referral reports, routes, calendar and trends. | Free |
| Admin & Super Admin | People, territories, builders, branding, features, settings, announcements and the audit log. | Paid seat |
| Referring clinic staff | Send referrals with attachments and follow their status in the portal. | Free |
| Receiving hospital staff | Receive referrals, update their status and add notes. | Free |
Your data lives in your database.
PawPath installs on your hosting with your own database, so your clinic relationships and referral numbers never sit in someone else's shared system.
Your own install
A guided installer sets up the database and private settings outside the website folder. You can restore from a backup or move between servers.
Sign-in security
Sign-in lockout after repeated failed attempts, set by the Super Admin. Self-service password resets by emailed one-time link, and session timeouts after inactivity.
Roles that limit what people see
Every page is scoped to the person's role and territory. RDO/ABM are view-only, and portal users see only their own clinic's referrals.
Audit Log
Sign-ins, changes, imports, exports and deletions, with who, what and when, searchable and paged.
Encrypted keys
Email-service and Google keys are stored encrypted. They are never sent to the browser.
Consent built in
Email consent and unsubscribes are handled automatically, and referral portal users agree to a contact authorization before they can use it.
Simple pricing. Pay for the people who run it.
Billed annually, per seat. VRMs, Territory Managers and admins are paid seats. RDOs, ABMs, referring clinics and receiving hospitals are always free. We recommend Network: it is the only plan that connects your clinics, and the one that wins referrals back fastest.
Field
Get your team out of spreadsheets
per month
- Accounts, territories and the Clinic Map
- Routes, lasso, active route and check-ins
- Duplicate-proof clinic list with merge and undo
- Follow-ups, action items, calendar and Mile Log
- Forms, quarterly plans and Form Builder
- Manager tools, weekly reports and reporting
- Badger Maps and spreadsheet import
Referral Growth
Grow referrals and prove the ROI
per month
- Everything in Field
- Referral reports, trends, leakage and Urgent Leak
- Next Best Action and Territory Heat Map
- CE Manager with RACE certificates and reminders
- CE ROI Tracker
- Email campaigns, lists and templates
Network
The complete referral engine: your team and your clinics, connected
per month
- Everything in Referral Growth
- Referral portal for unlimited clinics and hospitals
- Specialty Locations map and public referral form
- Pre-Visit Briefs, Post-Visit Summaries and Manager Updates
- AI Assistant
- Priority support
Why Network: clinics send referrals straight to you, AI briefs prep every visit, and leaks are caught before they become lost clinics.
Onboarding, once
$3,000–$7,500 for installation, your branding, loading your clinic list and Badger history, and training your team.
60-day pilot
Up to 5 VRMs and an admin at half price, with basic setup included. If you continue, what you paid comes off year one.
Paid seats
VRMs, Territory Managers and admins. Territory Managers can do everything a VRM can, so they count like one.
Free seats, unlimited
Add as many RDOs and ABMs, referring clinics and receiving hospitals as you need, at no cost.
About two extra referrals a month covers the whole team.
Take a team of 10 VRMs with one Territory Manager and one admin on Network. If an average referral is worth $1,000 to your hospitals, about two extra referrals a month across the entire team pays for PawPath. That is one extra referral every five months per VRM.
Win back just one referring clinic from the Urgent Leak list that used to send two cases a month, and that is 24 referrals, or $24,000 a year: nearly the whole subscription, on its own.
Use your own number: divide the referral revenue in your monthly referral report by the number of referrals. Try it in the estimator below.
extra referrals a month to break even
| 10 VRMs × $169 | $1,690 |
| 1 admin × $169 | $169 |
| 1 Territory Manager × $169 | $169 |
| RDOs, ABMs and clinics | $0 |
| Network, per month | $2,028 |
| ÷ $1,000 per referral | ≈ 2 a month |
Costs that may come from other providers
PawPath's price covers the software. A few services it can connect to are billed by their own providers, based on how much you use them. Several have free options, and you choose what to turn on.
Web hosting and database
PawPath runs on standard PHP 8.1+ and MySQL/MariaDB hosting. You pay your hosting company, or ask us about managed hosting.
Many teams use hosting they already haveGoogle address lookups (optional)
If you switch on Google for adding clinics, search or address checks, Google bills you for usage above its free monthly allowance. PawPath counts the calls so you can check Google's bill.
Free option: U.S. Census and OpenStreetMap lookupsAI briefs and assistant (optional)
AI features use your own AI provider account, which bills per use. Admins see usage in AI Usage, and can turn AI off at any time.
Free option: template briefs work without AIAmazon SES, SendGrid or Mailgun
Email campaigns and account emails go through a sending service of your choice, billed by that service based on how many emails you send.
Low-volume plans are often inexpensiveSMS alerts (optional)
If you turn on text alerts, your texting provider bills per message.
Off by defaultEstimate your PawPath cost
RDOs, ABMs, clinics and hospitals are free and don't change the price. Provider costs such as hosting, Google, AI, email and texting are separate.
Frequently asked
Do we have to replace Power BI?
No. Keep your reporting as it is. Upload the monthly referral export into PawPath and it becomes leak alerts, trends and a Next Best Action list for each VRM.
Can we bring our Badger Maps history?
Yes. Import your Badger check-ins and clinic list during onboarding, so every VRM keeps their history from day one.
Is there an app to download?
No app store needed. PawPath runs in the phone's browser and can be added to the home screen, where it opens like an app.
Does it track where our people are?
No. It records only the routes and check-ins people choose to log.
Do we need Google Maps or AI?
No. Free address lookups (U.S. Census and OpenStreetMap) and template briefs work out of the box. Google and AI are optional switches, billed by those providers if you use them.
Where is our data stored?
In your own database on your hosting. You can back it up, restore it, or move it to another server whenever you like.
Who counts as a paid seat?
VRMs, Territory Managers and admins (including Super Admins) are paid seats. RDOs and ABMs, referring clinic staff and receiving hospital staff are free and unlimited.
Which plan should we choose?
Network. It includes everything, and the referral portal, Specialty Locations map and AI briefs are what turn visits into referrals you can see. Teams that start smaller usually move up to it, so starting there saves a second rollout.
Can we turn off parts we don't use?
Yes. A Super Admin can turn off whole areas, such as the referral portal, CE Manager, email campaigns or AI, and they disappear from the menus.
How long does setup take?
A typical install, with your branding, clinic list, territories and training, takes a few weeks depending on your data. A pilot can start sooner.
Give five VRMs a better week, then decide.
The 60-day pilot runs at half price with basic setup included. If it works, what you paid comes off year one. If it doesn't, you keep your data.
How a pilot runs
- Week 1: install, branding, your clinics and territories.
- Week 2: train up to five VRMs and their manager.
- Weeks 3–8: routes, check-ins and referral reports in daily use.
- Week 9: review the results together and decide.