Stock and consumables
Clinic stock and inventory management, by batch
What you hold, which delivery it came from and when it expires. The treatment write-up your practitioner already fills in takes the product out of stock by itself.
Stock
Record a deliveryYesterday: 2 vials out, written off a treatment note that named batch BX-4417. Every movement is kept.
The count that is right once a month
Clinic stock is small, expensive and dated. That combination is why the spreadsheet stops being true about four days after somebody updates it.
Counted, then overwritten
Someone types a new number into a cell. The old number is gone, and so is any way of explaining where the difference went.
Found out on the day
A patient is in the chair before anyone realises there is one vial left and it expired a fortnight ago. The appointment moves and the goodwill goes with it.
Which batch did she have?
A supplier raises a concern about a batch. Matching it to the patients who received it means reading back through handwritten notes.
How it works
Every movement, kept
The level is not a number somebody types. It is the sum of everything that has gone in and out, which is why it can always be explained.
List your products
A name, the unit you count it in, and the level at which you want to reorder. Vials, syringes, bottles, tubes: whatever your clinic actually buys.
Record deliveries as batches
A delivery with its batch number, its expiry date and what it cost. That is what makes expiry and traceability possible later.
Movements build the level
A delivery in, a treatment out, waste, a stock count corrected. Nothing is silently overwritten, so every change can be explained.
The write-up takes it out
Your practitioner already records the product, batch number and dose on the treatment note. Where that matches a batch you stock, the stock goes down by itself.
One screen tells you what to buy
What is left, what is below its reorder level and what is about to expire, in one place, before it becomes a problem on a Saturday.
Stock
Record a deliveryYesterday: 2 vials out, written off a treatment note that named batch BX-4417. Every movement is kept.
A level you can argue with
The number on the screen is the sum of every movement recorded against that product: deliveries in, treatments out, waste written off, and stock counts corrected with a reason.
That sounds like a technical detail and it is the whole point. When a level looks wrong, there is a list of what happened rather than a cell somebody typed over. When it looks right, you can still show why. A spreadsheet cannot do either.
The write-up does the work
Practitioners already record what they used. A treatment record names the product, the batch number and the dose, because that is what good practice and traceability require anyway.
Stock control simply listens to that. Where the product and batch match something your clinic stocks, the level goes down by itself. Where they do not, nothing happens at all. A product you don't track changes nothing, and the system never guesses at a match to make the numbers look tidier.
Expiry, before it matters
Every batch carries its expiry date, so "about to expire" is a list you can look at on a Monday rather than a discovery you make with a patient in the chair.
Batches also make the uncomfortable question answerable. If a supplier raises a concern about a particular batch number, the treatment records naming that batch are what tell you which patients received it. That is exactly why practitioners are asked to write the batch number down in the first place.
Who keeps it
Stock is a clinic record, not a clinical one. It is about what the business owns, not about a patient's care, so it sits with managers rather than with the clinical notes.
That distinction is enforced the same way every other one is, by the roles and permissions in the database. A practitioner writing up a treatment does not need to see what the clinic paid for a box of anything, and a manager reordering stock does not need to read anyone's medical history.
What it is not trying to be
Stock control here is a record of what your clinic has. It is not a purchasing system, and it is not accounting.
There are no supplier accounts, no purchase orders, no barcode scanning and no cost-of-goods reporting beyond what a batch cost you. If your clinic needs those, you will keep using whatever you use for them today. What this replaces is the spreadsheet that tells you how many vials are left, and the moment on a Saturday when it turns out to be wrong.
Honest limits
What stock control doesn't do
It records what you hold. Buying it is still your job.
- No supplier ordering and no purchase orders. Nothing is reordered for you.
- No barcode scanning, no stock labels and no handheld scanners.
- No accounting or cost-of-goods reporting beyond what a batch cost.
- Stock only moves by itself when a treatment write-up names a product and batch your clinic actually stocks. It does not guess.
- One location per website, so stock belongs to that one clinic. There is no transfer between branches.
Built for clinics like yours
- Med spas Facials, laser and injectables with US time zones and campaign tracking
- Aesthetic clinics Injectables, skin boosters, consultations and a gallery with consent
- Dermatology clinics Medical and cosmetic appointments, doctor schedules and consultations
- IV therapy clinics A clear drip menu, suitability notes and careful booking
- Hair transplant clinics High-value consultation leads, follow-ups and a consented gallery
FAQ
Questions clinics ask
Will it tell us when Botox is running low or about to expire?
Yes. You set a reorder level for each product, and every batch carries its expiry date, so one screen shows what is left, what is below its reorder level and what is about to expire. It tells you; it does not order anything for you.
Does stock go down on its own?
Yes, when the treatment write-up names a product and batch number your clinic actually stocks. Practitioners already record those for traceability. A product you don't track changes nothing, and nothing is ever guessed at.
Can we find out which patients had a particular batch?
Yes, through the treatment records that name that batch number. That is the main reason the batch number is recorded on the write-up in the first place.
Can we correct a count?
Yes. A correction is recorded as a movement like any other, so the level still adds up and the change can be explained later. Nothing is silently overwritten.
Who in our team can see stock?
Managers. Stock is a clinic record rather than a clinical one, and who sees what is enforced by the database rather than by hiding buttons.
Does it handle ordering from our suppliers?
No. There is no supplier ordering, no purchase orders and no barcode scanning. It records what you have and what you have used, so you know what to buy.
Know what's left before Saturday
Book a 15-minute demo. We'll write up a treatment on our demo clinic and watch the batch come out of stock.