Case Study

Veterinary Inventory Management

How West Toledo Animal Hospital Reduced Annual Inventory Spend by $282,004 with CUBEX Automation

Tower, Flex, Qlock

CUBEX Solutions

$5.1 M Gross

Hospital Size

Full time DVMs

Case Study

Veterinary Inventory Management

How West Toledo Animal Hospital Reduced Annual Inventory Spend by $282,004 with CUBEX Automation

$5.1 M Gross

Hospital Size

Full time DVMs

Tower, Flex, Qlock

CUBEX Solutions

“Before CUBEX, we had no real way to know what we were spending, what we were wasting, or where the gaps were. Managing inventory was consuming us.”

Inventory Manager

West Toledo Animal Hospital

Discover how CUBEX helped a five-DVM animal hospital transform inventory from a source of financial waste and administrative burden into a measurable, managed asset—delivering nearly $300,000 in total annual value.

Helping veterinary teams reclaim time, reduce operational burden, and focus more on patient care.

The Challenge

How Manual Inventory Workflows and Unchecked Spend Were Draining West Toledo Animal Hospital

Running a high-volume, multi-DVM animal hospital means that inventory pressure is constant. At West Toledo Animal Hospital, that pressure had no release valve. Staff were spending over 40 hours every month manually managing orders, reconciling logs, and completing cycle counts—time that should have been invested in patients and client care. Without automated controls, overstock went undetected, expirations were missed, pricing inconsistencies slipped through, and shrinkage quietly accumulated across the practice.

The financial consequences were significant. With the cost of goods running at 15.8% of revenue and on-hand inventory inflated by inefficiency, the hospital was carrying more than it needed and paying more than it should. There was no reliable way to identify waste in real time, no system to enforce accountability at the point of use, and no visibility into whether ordering decisions were aligned with actual consumption. The result was a practice spending far more than necessary while staff absorbed an administrative burden that left less time for everything else.

Excessive Time Spent on Manual Processes

Staff dedicated more than 40 hours per month to managing orders, reconciling logs, and conducting cycle counts—pulling clinical and administrative resources away from higher-value work.

Uncontrolled Inventory Spend

Without automated tracking, overstock, missed expirations, pricing inconsistencies, and shrinkage accumulated undetected, driving the cost of goods to 15.8% of revenue.

Inflated On-Hand Inventory

Excess inventory tied up more than $140,000 in on-hand stock, creating cash flow inefficiency and masking the true cost of day-to-day supply consumption.

No Compliance Automation

DEA records, controlled substance logs, and audit documentation were maintained manually—creating administrative risk and leaving the practice exposed during regulatory reviews.

The Solution

CUBEX Brought Automation, Accountability, and Financial Visibility Across Both Locations

West Toledo Animal Hospital implemented a comprehensive CUBEX solution—Tower, Flex, and Q-Lock units—configured to bring real-time control to every level of their inventory operation across both clinic locations. The goal was clear: eliminate the manual burden, close the financial gaps, and give the team the visibility they needed to make confident, data-driven decisions every day.

CUBEX didn’t just automate transactions. It gave the practice a fully integrated system where every dispensing event was logged, every controlled substance was tracked, and every ordering decision was backed by actual usage data—freeing staff to focus on patients while the system managed the details.

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 Digital Drug Logs — Every controlled substance transaction is captured automatically at the point of dispensing, replacing manual DEA logs with a complete, auditable digital record that ensures consistent compliance across both locations.
Automated Reordering — Par-level triggers initiate replenishment based on real consumption data, eliminating over-ordering, reducing on-hand excess, and ensuring the right products are available at the right time.
Built-In Accountability — Role-based access restricts dispensing to authorized users and logs every transaction automatically—reducing shrinkage, improving charge capture, and strengthening controls across the practice.
Always-Current Inventory Counts — Real-time visibility into on-hand levels eliminates the need for manual cycle counts and gives staff and managers an accurate, up-to-the-minute picture of supply status at all times.‍
Remote Management Capability — The CUBEX platform allows inventory to be monitored and managed remotely, giving managers operational continuity and flexibility—even when they’re away from the practice.

Results & Benefits

How Automation Turned Inventory Into a $298,804 Annual Advantage

Since implementing CUBEX, West Toledo Animal Hospital has experienced sweeping improvements in financial performance, operational efficiency, compliance posture, and staff quality of life. A nearly 29% reduction in inventory spend, 20 hours reclaimed every month, and full compliance automation combined to deliver $298,804 in total annual value—an 11.7x return on their CUBEX investment.

How Automation Turned Inventory Into a $298,804 Annual Advantage

$282,004 in Annual Inventory Savings

Automation reduced annual inventory spend by 28.98%, directly improving margins and turning one of the practice’s largest cost centers into a tightly controlled, optimized operation.

20 Administrative Hours Reclaimed Every Month

Staff no longer spend 40+ hours managing manual processes. Automation cut that burden in half, redirecting $7,200 in annual labor value toward patient care, client communication, and higher-value clinical work.

$140,000 Reduction in On-Hand Inventory

Real-time consumption data enabled right-sized ordering and eliminated excess stock, freeing up more than $140,000 in cash previously locked in overstock.

COGS Reduced from 15.8% to 13.3%

A 2.5-point improvement in cost of goods as a percentage of revenue reflects tighter controls, better ordering discipline, and a fundamentally more efficient supply operation.

$16,800 in New Safe Handling Revenue

With CUBEX tracking and accountability in place, the hospital captured Safe Handling revenue opportunities that had previously gone unrealized—adding a new line of recurring financial return.

Automated, Audit-Ready Compliance

DEA records and controlled substance logs are generated automatically every month, eliminating manual documentation risk and ensuring the practice is always inspection-ready across both locations.

Remote Access Across Both Clinics

Managers can monitor and manage inventory from anywhere, giving the team operational flexibility and peace of mind—whether they’re across town or across the country.

Ready to See What CUBEX Can Do for Your Practice?

Join hundreds of veterinary practices that have replaced inventory chaos with control, confidence, and measurable results.

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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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