DocuPet External License Program

Overview

The External License Program allows organizations to sell pet licenses outside of the DocuPet platform, such as at vaccination clinics, community events, or through bylaw officers, and have those licenses entered into DocuPet afterward. Once submitted, DocuPet processes the records, creates the corresponding pet owner and license records, and fulfills any applicable tag orders.

Submitting External License Files

External license files may be submitted through your organization's:

• Dedicated Dropbox folder, or

• Email (if applicable).

To help ensure timely processing:

• Clearly label all submissions as External Licenses (either in the file name, email subject, or both).

• Submit files in Excel (.xlsx) or CSV (.csv) format.

• Establish a consistent submission schedule (for example, weekly or monthly).

 

Information Required with Each Submission

Please include the following information with every submission:

 

Partner Information

• Vendor associated with the offline order.

• Veterinarian associated with the licenses (if applicable).

• Any special processing instructions, such as:

  • Custom license start or expiration dates.

  • Pet flags (Service Animal, Dangerous Animal, etc.).

  • Other processing requests.

 

Pet Owner Information

• First and last name.

• Physical address.

• Mailing address (if different).

• Jurisdiction.

• Email address (recommended).

• Phone number (recommended).

 

Pet Information

• Pet name.

• Species.

• Breed.

• Colour.

• Sex.

• Size.

• Date of birth or age.

• Sterilization status.

 

Rabies Information

• Rabies vaccination expiration date

 

License Information

• License type.

• License cost.

• License start date.

• License expiration date.

Note: If your organization only submits one license type, this information may be simplified during implementation.

 

Implementation Requirements

Before the program can be activated, DocuPet will require:

• An offline vendor to process the orders.

• A product code legend matching your license products to DocuPet products.

• A sample submission file.

• An estimated submission volume.

Implementation typically takes up to two weeks, and program fees vary depending on expected processing volume.

 

Frequently Asked Questions

How long does it take for pet owners to receive their tag?

DocuPet processes submitted files within 5 business days. Depending on your submission frequency and shipping timelines, pet owners typically receive their tags 20–25 days after purchasing their license.

How do offline licenses appear on remittance reports?

Because your organization collects payment directly, offline license orders are recorded in DocuPet as $0 transactions. The license fee is tracked for reporting purposes, but no payment is collected by DocuPet.

When do offline licenses appear on remittance reports?

Each record includes a transaction (sale) date, which determines when it appears on remittance reports. This date reflects when the license was purchased, regardless of when DocuPet processes the file.

 

Important Notes

• External license submissions should only include completed, paid license sales.

• Licensing fees should be collected by your organization at the time of purchase.

• DocuPet may contact your organization if additional information is required to complete processing (for example, missing address or rabies information).

• All submitted records will be processed unless otherwise instructed.