Tools of the Trade: What I Use to Keep My Relief Business Running Strong

Challenges of Relief Work

Running your own business can be a challenge- no matter how big or small it is. The “admin” tasks of relief work can be especially tough because they tend to pile up. It’s hard to find time to handle them when you’re off the clock, and when you’re at a clinic, you’re usually going full speed: seeing appointments, performing surgery, and putting out fires.

In this post, I want to share how I manage my veterinary relief business and go over the tools that help me stay organized, sane, and on track. I hope this post will help you feel less overwhelmed by the business side of relief work and give you some ideas to build your own efficient system: without reinventing the wheel.

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My Hybrid System

I use a hybrid analog and digital system to manage all aspects of my relief business including mileage, expenses, CE, licensing, invoices, scheduling, and more. I’m obsessed with paper planners and love writing everything down in The Ultimate Relief Veterinarian Planner. But I also use G-Suite and other web tools to create a reliable, flexible system that backs itself up.

This setup isn’t redundant: it’s a failsafe. By keeping things in more than one place, I can access my records at any time, whether I’m at home with my planner or at a coffee shop with my laptop.

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Analog Tools

• The Ultimate Relief Veterinarian Planner
  My paper planner is my holy grail. It includes space for hospital names, dates, mileage, expense tracking, and more. If you like physically writing things down, this will change your life.
• Accordion File Folder
  I print and store physical receipts, contracts, and tax documents in a large accordion file by year. I keep these even after the tax year ends, just in case I need to reference something later.

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Digital Tools

DocuSign

If you’ve ever bought a house or signed a contract online, you’ve probably used DocuSign. I use it to send and receive signed contracts securely.

Every hospital I work with signs a contract via DocuSign. I send them a “Welcome Packet” before the first shift, which includes:

• My contract
• A policies page (late payment, cancellation policies)
• My W-9, license, and insurance info
• A date confirmation

After the first contract, I continue sending date confirmations every 1–3 months to keep everything clear and documented.

G-Suite (Google Workspace)

I truly do not think I could function without G-Suite. I pay for a custom domain email, more storage, and access to the full suite of tools. Here’s how I use it:

• Gmail:
  Email is my primary mode of communication. It gives me a written record and helps me stay organized (and avoid phone calls, because… millennial).
• Google Docs:
  I created my invoice template in Google Docs and print it at the end of my workweek to hand to the practice manager. I also use Docs for my resume, blog posts (like this one!), and other key business documents.
• Google Sheets:
  This is the MVP of my digital system. I use it to track income, mileage, and expenses- quarter by quarter. I prefer Sheets over platforms like QuickBooks because my overhead is low, and I like having full control. It’s not automated, but it works for me.
• Google Drive:
  Essential for storing all my Docs, Sheets, PDFs, and now, digital content. As I expand my coaching and content work, Drive is where I upload videos and photos for editing and sharing.
• Google Forms:
  I’ve started using Forms for my coaching business and am considering creating a new-client intake form for relief work too. It’s a great way to collect info before intro calls or onboarding a new clinic.

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Social Media + Communication Tools

Meta (Facebook + Instagram)

I use Meta tools primarily for visibility and networking, not for managing day-to-day business. Still, they’re essential for growth.

• Facebook: My professional page houses my reels, blog post links, and important updates. I also use Messenger for communication with some clients.
• Instagram: I use this to connect with other DVMs (and pet owners) and advertise my services through reels and educational content.

WhatsApp

This is how I communicate with coaching clients- not currently something I use for relief work, but it’s great for international or private messaging when needed.

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Family Calendar: FamCal

While not used for the business itself, I use FamCal as a shared calendar with my spouse. It helps us stay synced and keeps her informed about where I’m working each day in case of emergency. Once a month, I update it with my relief shifts and other responsibilities.

You could use Google Calendar for this too, but this one works well for our family system.

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Final Thoughts: Simple Systems Save Time

Managing your own relief business doesn’t have to be overwhelming. The key is finding a system that works for you: and sticking with it. For me, the combination of analog tools and digital backups keeps me efficient, prepared, and less stressed. I don’t waste time hunting for lost documents, wondering what I’m owed, or missing tax deadlines.

I hope this post gave you a peek into how I stay organized… and maybe even inspired you to build a system that supports your relief business and your sanity.

Need help getting organized? Consider finding a coach! Check out my coaching page for information about Coaching Services- available for relief vets or anyone in the veterinary profession.