Case Study

Workflow Automation & Cost Reduction

How Perrysburg Animal Hospital reclaimed 20 hours a month and $288,695 in annual ROI

Tower, Flex, Qlock

CUBEX Solutions

$2.3 M Gross

Hospital Size

Full time DVMs

Case Study

Workflow Automation & Cost Reduction

How Perrysburg Animal Hospital reclaimed 20 hours a month and $288,695 in annual ROI

$2.3 M Gross

Hospital Size

Full time DVMs

Tower, Flex, Qlock

CUBEX Solutions

“CUBEX has given me a lot of flexibility. I’m managing both hospitals’ inventory three days a week so I can be home with my kids and family. I even managed CUBEX remotely during my daughter’s softball tournament in Chicago.”

Lisa Jarvis

Inventory Manager

Discover how one fast-growing Ohio veterinary hospital used CUBEX to automate workflows, achieve DEA compliance, and convert administrative burden into measurable profit.

Perrysburg Animal Hospital, Rossford , OH

The Challenge

Without Workflow Automation, Manual Tasks Were Consuming 40+ Hours, and Driving Up Veterinary Inventory Costs

Perrysburg Animal Hospital was growing fast. But growth without operational infrastructure creates its own problems. Staff were spending more than 40 hours per month on tasks that had nothing to do with patient care: manually counting inventory, maintaining paper-based controlled substance logs, placing orders by hand, and completing repetitive administrative work that could—and should—be automated.

The absence of workflow automation didn’t just waste time; it created genuine risk. Paper-based DEA logs left gaps in compliance records, and manual controlled substance tracking made it difficult to maintain a clean chain of custody. Meanwhile, the lack of lean inventory practices meant costs were drifting upward without a clear mechanism to bring them back under control. Every hour spent on administrative tasks was an hour not spent generating revenue through patient care.

40+ Hours of Manual Work Per Month

Ordering, cycle counts, and controlled substance logging consumed enormous amounts of staff time that could have been redirected to patient care and production.

Paper-Based DEA Compliance Risk

Handwritten controlled substance logs created gaps, errors, and compliance anxiety—leaving the practice exposed during regulatory reviews.

Rising Inventory Costs

Without automation-driven cost reduction controls, inventory spend climbed year over year with no reliable way to identify where savings were possible.

Slow, Inefficient Daily Operations

The lack of workflow automation created bottlenecks throughout the day, slowing down clinical staff and limiting the hospital’s capacity to grow without adding headcount.

The Solution

CUBEX Workflow Automation Software Eliminated Manual Tasks and Built a Lean Inventory System

After a comprehensive on-site assessment, CUBEX identified the key inefficiencies in Perrysburg’s ordering, stock control, and controlled substance tracking processes. The solution was a tailored, data-driven system that brought workflow automation to every layer of the hospital’s inventory operation—from the dispensing cabinet to the DEA compliance log.

CUBEX deployed a Tower, Flex Double, and Q-Lock configuration—a combination that covered automated dispensing, smart handling fees, and real-time analytics. The result was a lean inventory framework that reduced veterinary inventory costs, eliminated manual tasks, and gave staff the tools they needed to manage the hospital remotely and efficiently.

Their CUBEX Solution:

Tower

C-T

The Tower automates secure access and tracking for treatment medications, across active drawers and backstock, with real-time counts and automatic documentation.

Dimensions:61” H x 20” W x 20” D

Weight: 350lbs

Capacity:100 - 150 items

Flex

CF-D

The Flex streamlines pharmacy and supply management, helping hospitals stay stocked and in control without the manual work, with door zones, shelves, and bins that adapt seamlessly to your needs and optimize space.

Dimensions:80” H x 52” W x 28” D

Weight: 710lbs

Capacity:175 - 350 items

Qlock

C-QL

Qlock manages refrigerated items with secure control and clear visibility, helping hospitals keep cold inventory accurate and accountable.

Dimensions:9” H x 6” W x 2.25” D

Weight: 2.4lbs

Capacity:Determined by refrigerator size

Solution Items:

Automated Inventory Dispensing — Point-of-use dispensing replaced manual pulling and counting, logging every transaction automatically and eliminating the most time-consuming daily tasks.
Digital DEA-Compliant Logging — Every controlled substance transaction is tied to a user, patient, and timestamp—then automatically compiled into monthly DEA-ready reports, eliminating compliance risk.
Smart Handling Fees — CUBEX enabled Perrysburg to implement a Safe Handling fee that generated $14,836 annually—enough to fully offset the CUBEX subscription and make the system self-funded.
Real-Time Analytics & Remote Access — Live dashboards and remote access capabilities gave the inventory manager full visibility and control across both hospitals from anywhere—even on the road.

Before CUBEX:

40+ hours/month on manual inventory tasks
Paper-based DEA controlled substance logs
Handwritten ordering and cycle count processes
No cost reduction controls on inventory spend
No remote access or cross-hospital visibility
Annual inventory spend of $923,334

After CUBEX:

20 hours/month reclaimed for patient care
Automated digital DEA-ready compliance logs
Smart reorder triggers replace manual ordering
28.88% reduction in annual inventory spend
Full remote management across both hospitals
Annual inventory spend reduced to $656,675

Results & Benefits

How Automating for Cost Reduction Delivered $288,695 in Annual ROI

The impact of CUBEX at Perrysburg Animal Hospital extended far beyond the balance sheet. Workflow automation didn’t just reduce costs—it gave staff back their time, gave management more confidence in compliance, and gave the practice a sustainable path to growth without burning out the team.

How Automating for Cost Reduction Delivered $288,695 in Annual ROI

20 Hours Reclaimed Per Month

Administrative time dropped by half after CUBEX implementation—20 hours per month redirected from manual tasks to direct patient care, creating an estimated $1,500 in additional production capacity monthly.

$288,695 in Annual Financial ROI

The total financial return from CUBEX—spanning spend reduction, safe handling revenue, and labor savings—delivered nearly $300,000 in documented annual value to the practice.

28.88% Reduction in Inventory Spend

Annual inventory spend dropped from $923,334 to $656,675—a $266,659 reduction driven by data-driven purchasing, lean inventory principles, and automated replenishment controls.

Automated DEA Compliance Assistance

Every controlled substance transaction is automatically logged, timestamped, and compiled into DEA-ready monthly reports—minimizing compliance risk and the manual effort that came with paper logs.

Remote Management Across Locations

Full remote access lets the inventory manager oversee both hospitals from anywhere—reducing the need for on-site presence while maintaining complete operational control.Final Section

Self-Funded System via Safe Handling Fees

By implementing a Safe Handling fee, Perrysburg generated $14,836 annually—fully offsetting the CUBEX subscription cost and making the system effectively free while still generating profit.

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About CUBEX

CUBEX is an automated inventory management platform for veterinary hospitals. Combining secure smart devices with purpose-built software, CUBEX tracks every dispense in real time, supports controlled substance compliance, reduces waste and stockouts, and streamlines replenishment through connected workflows, including integrations with leading PIMS and supplier ordering platforms. The result is less manual work, better inventory control, and more time back for veterinary teams. Learn more → ‍

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