K9 Management System
Every service dog on one accountable, audit-ready platform
The K9 Management System (K9SMS) is a finance-aware ERP for working-dog units built on the Frappe framework and ERPNext for security firms, police and military K9 sections, and search-and-rescue teams. It replaces scattered handler notebooks, loose vet files, and spreadsheet rosters with one governed system of record covering the entire K9 lifecycle across five modules: Management, Health, Training, Operations, and Logistics. Track each dog's identity, cost, health, training, certification, and operational deployment on a single profile; capture every use-of-force and bite incident as a court-defensible, workflow-approved record; and let welfare and budget live in the same platform, with vet visits and diet-driven feeding flowing into ERPNext Stock and cost tracking. Nine role-based access levels and a dedicated security audit log deliver a finance-grade control environment.
Court-ready, mission-ready
Key capabilities
K9 Profile & Asset Lifecycle
A tabbed K9 Profile is the single source of truth per dog: identity, breed, microchip, acquisition cost, status history, retirement and adoption, handler assignment, health, training, documents, and computed statistics, complete with photo, QR emergency card, and a success-rate metric. One screen shows total cost of ownership from acquisition to retirement.
Handler Assignment & Kennels
Submittable K9 Handler Assignments record primary and backup handlers with from and to dates and approval, while the profile holds the current and backup handler. Kennel facilities are managed for day-to-day care, giving clear accountability for each dog and since when.
Deployment Logging with Readiness Guard
Submittable K9 Deployments capture type, location, handler (as an ERPNext Employee), outcome, positive alerts, and detections, with automatic duration calculation. An availability guard programmatically blocks deployment of any dog on Medical Leave, Retired, or Deceased. You cannot field an unfit dog.
Incident Reports & Court Pack
Deployments auto-flag when an incident report is required. Incident Reports capture child records for witnesses, involved parties, injuries, and actions under an approval workflow, and generate a printable Court Pack, turning a bite incident into a legally reviewable evidence pack in one click.
Health, Welfare & Vet Records
Manage vet providers, medical records with vitals, diagnosis, medications, and cost items, a medical-leave approval workflow, weight logs with trend analysis, and vaccinations. Welfare, clinical history, and spend control live together, with scheduled reminders before vaccinations fall due.
Training Programs & Certification
Run training logs, programs, templates, sessions, and enrolments, and track certifications with expiry dates. Daily scheduled jobs chase certification expiry so an uncertified dog is never fielded, and compliance reporting proves competency and currency across the unit.
Logistics & Stock-Integrated Feeding
Manage K9 transport vehicles and diet plans, and log feeding records that create ERPNext Stock Entries with retry logic, tying food consumption and transport directly to operations so animal welfare and inventory are tracked in the same system.
Security, Audit & Emergency Card
Nine K9-specific roles gate the app and every workflow transition, backed by rate limiting, input sanitisation, and a dedicated K9 Security Audit Log recording access, auth failures, and rate-limit breaches. A rate-limited emergency-card API and QR URL give vets critical information instantly and safely.
Why teams choose this
- Keep dogs mission-ready. Deployment is blocked automatically for any unfit dog
- Reduce legal exposure with auto-flagged incidents and one-click court-ready evidence packs
- Stay compliant by default with scheduled certification, vaccination, and training checks
- See total cost of ownership per dog, with feeding consuming real ERPNext stock
- Prove animal welfare with vet records, weight trends, and a medical-leave workflow
- Run structured training for patrol, narcotics, and explosives detection with expiry tracking
- Govern access with nine roles, rate limiting, and a tamper-evident security audit log
- Replace notebooks and spreadsheets. Handlers log feeding and deployments from the field