The verdict in three sentences
A pharmaceutical wholesaler in London supplying 350 pharmacies can no longer manage batches and expiry dates with an ageing ERP add-on and spreadsheets: write-offs and poorly targeted recalls cost hundreds of thousands of pounds a year. Custom software priced between GBP 90,000 and 190,000 (about EUR 104,000 to 220,000) covers batch traceability, expiry alerts, online ordering for pharmacies and delivery routes. The measurable goal is a 45% cut in expiry write-offs in the first full year, for a project delivered in 5 months.
Modules and their budget
The software must enforce FEFO (first expired, first out), keep the history of each batch from goods-in to the pharmacy supplied, and support the record-keeping expected under a wholesale dealer's licence and Good Distribution Practice inspections by the MHRA. 2026 orders of magnitude:
| Module | Scope | Indicative budget |
|---|---|---|
| Goods-in and batch traceability | Barcode or Datamatrix scan, batch number, expiry date, supplier | GBP 18,000 to 35,000 |
| Stock and FEFO rules | Locations, batch-guided picking, cycle counts | GBP 16,000 to 33,000 |
| Expiry alerts | Thresholds at 180, 90 and 60 days, return or promotion proposals | GBP 8,000 to 17,000 |
| Pharmacy online ordering | Catalogue, customer pricing, availability, history | GBP 18,000 to 39,000 |
| Delivery routes | Planning, mobile proof of delivery, returns | GBP 13,000 to 30,000 |
| Batch recalls | Identify supplied pharmacies within minutes | GBP 7,000 to 15,000 |
| Reporting and accounting export | Margins, write-offs, receivables per pharmacy | GBP 10,000 to 21,000 |
| Total project | Over 5 months, testing and training included | GBP 90,000 to 190,000 |
Maintenance, hosting with off-site backup and support cost GBP 2,500 to 4,500 a month. Integration with the existing ERP or accounting system is scoped separately when needed.
Acting on expiries: the alert thresholds
An alert is only useful if it triggers an action. Here is the decision grid we configure with wholesalers, to adjust according to supplier agreements and GDP procedures.
| Time to expiry | Recommended action | Share of stock (order of magnitude) | Value recovery rate |
|---|---|---|---|
| Over 180 days | Normal sales, FEFO priority | 85 to 90% | 100% |
| 180 to 90 days | Featured in online ordering, 5% discount | 5 to 8% | 90 to 95% |
| 90 to 60 days | Targeted offer to high-turnover pharmacies, 10% discount | 2 to 4% | 75 to 85% |
| 60 to 30 days | Return to supplier where the agreement allows | 1 to 2% | 40 to 70% |
| Under 30 days | Sales block, quarantine | 0.5 to 1% | 0 to 20% |
| Expired | Documented destruction | 0.5 to 1% | 0% |
Without dedicated software, most products are only spotted at the "under 30 days" stage, when it is too late to sell them. The gain comes from detection at 180 and 90 days.
Mini case study
Priya, operations director of a London pharmaceutical wholesaler, supplies 350 pharmacies and turns over GBP 60,000,000 a year. Expiry write-offs represent 0.8% of that, so GBP 480,000 a year.
With GBP 140,000 software, alerts at 180 and 90 days cut those losses by 45%: GBP 216,000 saved a year. After GBP 36,000 of annual maintenance (GBP 3,000 a month), the net gain is GBP 180,000 a year, or GBP 15,000 a month. The project pays back in about 9 months, before counting the extra orders pharmacies place online in the evening and at weekends.
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FAQ
Does the software read Datamatrix codes on packs?
Yes, with 2D scanners at about GBP 200 each. The Datamatrix holds batch and expiry, which removes keying errors at goods-in.
Do pharmacies need to install an app?
No, online ordering runs in a phone or computer browser. A pharmacy places a 40-line order in under 5 minutes, against 15 minutes by phone.
What happens during a network outage?
The warehouse keeps picking and dispatching in offline mode, then everything syncs when the connection returns. A 4G backup line at about GBP 30 a month is recommended.
Is a batch recall really faster?
Yes, the software lists every pharmacy supplied with a given batch in under 5 minutes, with quantities and dates. With spreadsheets, the same search often takes 1 to 2 days, which is hard to defend in an MHRA inspection.
Can the software be paid in instalments?
Yes, the typical schedule is 40% on signature, 30% at midpoint and 30% at go-live, over 5 months. Pharmacies can pay their own orders by card or direct debit.
Let's scope your project. Tell us your number of pharmacy customers, SKUs and priorities (traceability, online ordering, routes): we price the scope, budget and 5-month schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
