Operations · Productivity
How Digital Records Save Barn Managers 5 Hours a Week
Paper binders slow teams down. Consolidate documents, costs, and tasks into one searchable workspace.
Centralize everything
Scan or photograph binders, invoices, feed charts, and lab results. Smart tagging links each file to the correct horse, vet, and vendor.
Version history ensures you always know who edited what, so SOPs remain intact across shifts.
Share securely
Grant time-bound links to vets, farriers, or owners—no more emailing attachments. Access automatically expires once the job is done.
Audit logs keep regulators satisfied and make insurance claims painless.
Search like a pro
Filter by horse, procedure, supplier, or time period. Export curated bundles for insurance, sales packets, or show organizers in seconds.
Bookmark frequent queries (e.g., quarterly expense reviews) so reporting is one tap away.
Cost & ROI
Barns save an average of 5 admin hours per week and reduce duplicate vet visits by 12% thanks to centralized records.
Use the Expense Insights chart to show owners exactly how digital workflows cut courier, printing, and storage costs.
Implementation timeline
Week 1: digitize archives; Week 2: tag horses and invite staff; Week 3: sunset binder processes and train external partners. Most barns graduate to 100% digital in under a month.
Audit-ready structure
Use standardized naming conventions (Horse-Procedure-Date) so inspectors and insurance adjusters can navigate files instantly.
Store consent forms, owner waivers, and travel permits alongside health records to keep everything audit-ready.
Integrations and automation
Connect Horse Notebook to accounting or feed-order systems via Zapier or custom webhooks to eliminate manual data entry.
Set up automated reminders for expiring documents, passport renewals, and insurance certificates so nothing lapses.
Digital records FAQ
Is my data portable? Export any horse or entire barn archive in open formats (CSV, PDF, ZIP) whenever you need.
Can regulators access the platform? Provide them with a read-only login or time-bound link that respects your security settings.
What about limited internet barns? Offline mode on mobile caches the last 30 days of records, syncing once a connection returns.