Photo: Supplied
With the breeding season for the New Zealand thoroughbred industry now upon us, it’s the perfect time to review your systems and ensure you’re set up for success. Ardex Technology has been serving the equine industry for over 25 years, providing trusted, purpose-built software solutions for professionals across the sector. From breeders and stud managers to agistment farms, pre-trainers, breakers, vets, and dentists, our product range is designed to streamline operations, improve accuracy, and keep everyone connected.
1. Pre-Season Setup
· Review and clean existing horse records
o Ensure each broodmare has accurate covering, foaling, treatment, and ownership data.
· Enter stallion bookings
o Add planned matings and stallion service details into your software (with service fees if applicable).
· Update staff access and permissions
o Confirm your team can access the right horses, modules, or mobile app features (e.g. foaling entries, treatment logs).
· Set up seasonal invoicing templates
o Pre-load common charges (e.g. agistment, vet, farrier) into your billing system to speed up monthly invoicing.
A centralised horse management software can instantly update coverings, foalings, and ownership and align them with official records, reducing manual entry and improving accuracy. This means your team can log treatments, record births, and manage bookings in real time; keeping everyone in synch and your operation running smoothly.
2. Daily Operations
· Log covers and pregnancy scans digitally
o Enter dates, stallion used, scan results, and notes in real time.
· Track treatments and vet procedures
o Record treatments, scans, surgeries, or medications directly into the horse’s profile.
· Use digital whiteboards or dashboards
o Supplement your whiteboard or book with a shared mobile view of today’s tasks, treatments, and alerts.
With an up to date software and record keeping, these daily tasks become faster, easier, and more accurate. Live synching in your platform keeps every member of your team up to date; whether they’re in the office, in the paddock, or on the road. By streamlining data entry and making information instantly accessible, an organised horse management software helps you focus less on admin and more on the horses.
3. Invoicing & Owner Communication
· Send automatic invoices
o With services logged in real-time, invoices can be generated and emailed with fewer errors and no double-handling.
· Attach supporting records
o Include relevant scan/treatment notes to reduce back-and-forth questions from owners or agents.
Modern horse management platforms make it easy to combine operational and financial workflows in one place. By linking daily service records with automated invoicing and integrated accounting, you can save hours each month while giving owners clear and professional updates.
4. Reporting & Compliance
· Export reports for breeders’ return
o Quickly pull reports on coverings, foalings, treatments, or mare status when needed.
· Back up your data
o If not cloud-based, ensure your breeding records are backed up daily.
· Review security and user access logs
o Ensure sensitive records aren’t accessed or edited inappropriately.
Modern horse management platforms make reporting and compliance much simpler. With centralised data, you can produce accurate reports in minutes, maintain secure access controls, and ensure your records are safely stored, without the hassle of manual spreadsheets or paper files.
5. After-Season Reflection
· Type up a season summary
o Create a report of all mares, covers, outcomes, and foalings to evaluate efficiency and performance.
· Meet with your team to debrief
o What worked? What slowed us down? Identify bottlenecks to improve next year.
· Update workflows for next season
o Make notes in your system or whiteboard for what to improve—while it’s still fresh.
· Revise and review your systems
o Make notes on where you encountered issues and try to streamline your processes for next season.
Horse management software can be a valuable tool in this phase, too. By having all breeding, foaling, and treatment data already in one place, you can generate season summaries instantly, share them with your team, and identify trends that guide better decision-making for the year ahead.
Our newest platform EPONA is currently available for the New Zealand market with powerful tools for scheduling, billing, record-keeping, and communication, plus stud book integration; with breeding functionality currently being built, just in time for next season.
Our CEO Ferdi Chavez and our Sales and Account Manager Ben Cooper will be in the Waikato on Tuesday the 19th and Wednesday of 20th of August to gauge the emerging needs of the New Zealand thoroughbred market. If you would like to connect with them to trial our software, provide your feedback or just find out more about how Ardex can help you; reach out to us at hello@ardex.com.au to organise a time to meet.
If you’re interested in a trial, demonstration or to learn more about our products – contact us today by clicking here.
