The verdict in three sentences
In a pharmacy, two silent leaks eat the margin: expired products (2 to 5 % of stock) and stockouts that send customers to a competitor. Inventory software with 90-day expiry alerts and automatic reorder thresholds anticipates both, cuts stockouts by 40 % and turns a day-long count into one hour. Budget 20,000 to 70,000 FCFA/month to protect stock often worth tens of millions.
Manual tracking versus threshold-based software
A stock notebook knows neither upcoming expiry dates nor the level at which to reorder. It reveals the stockout at the counter and the expiry at the annual count, too late. Here is the difference.
| Criterion | Manual tracking | Alert-based software |
|---|---|---|
| Expiry alert | None | 90, 60, 30 days out |
| Expiry losses | 2-5 % of stock | 0.5-1.5 % |
| Product stockouts | Frequent | -40 % |
| Reorder threshold | From memory | Automatic per product |
| Batch traceability | Impossible | Batch number tracked |
| Inventory duration | 1 full day | 1 hour |
| Stock valuation | Approximate | Real time |
| Batch recall | Manual, slow | Filter by batch in 1 click |
Batch traceability is critical: in a supplier recall you isolate every affected product in one click instead of combing the shelves.
What a stockout or expiry costs
The math is simple: every expired box is a dead loss, every stockout is a lost sale plus a loyalty risk. Here are 2026 ballpark figures for a neighbourhood pharmacy in Accra.
| Indicator | Without software | With software |
|---|---|---|
| Average stock value | 30,000,000 FCFA | 30,000,000 FCFA |
| Expiries / year (2-5 %) | 600,000-1,500,000 FCFA | 150,000-450,000 FCFA |
| Stockouts / month | 40-60 items | 24-36 items |
| Lost sales / month | 200,000-400,000 FCFA | 120,000-240,000 FCFA |
| Inventory time | 8 h x 3 people | 1 h x 1 person |
| Software subscription | 0 FCFA | 20,000-70,000 FCFA |
Cutting expiries alone often pays for the subscription several times over.
Mini case study
Kwame runs a pharmacy in Accra with stock valued at 40,000,000 FCFA. His expiries reach 3.5 %/year, or 1,400,000 FCFA thrown away. Stockouts cost him about 300,000 FCFA/month in lost sales.
He deploys inventory software at 45,000 FCFA/month (540,000 FCFA/year). The 90-day alerts pull his expiries down to 1 %, or 400,000 FCFA: he saves 1,000,000 FCFA/year. Automatic thresholds cut stockouts by 40 %, recovering 120,000 FCFA/month or 1,440,000 FCFA/year. Total gain: 2,440,000 FCFA/year against a 540,000 FCFA cost. Return on investment in under three months.
The Kolonell referral program
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Around pharmacists, wholesalers or clinics? Refer them and become a Kolonell referral partner (apporteur d'affaires). You earn 15 % + 5 % recurring on a showcase site, 12 % on e-commerce, 10 % on a marketplace and 8 % on institutional projects. You introduce, we deliver; the commission lands at signature.
FAQ
When does the software flag an expiry?
The standard is a triple alert at 90, 60 and 30 days before the expiry date, giving time to sell through or return the product. Expiries then drop from 2-5 % to roughly 1 % of stock.
How does the automatic reorder threshold work?
You set a minimum level per product; the moment stock dips below it, the software generates a purchase suggestion. This cuts stockouts by about 40 %.
Can we track batch numbers?
Yes, every entry is tied to a batch number and expiry date. In a supplier recall you filter the affected products in one click.
How long does inventory take now?
With barcode scanning and real-time valuation, a full count drops from a day to about 1 hour for one person.
What monthly budget should we plan?
Budget 20,000 to 70,000 FCFA/month depending on stock size and number of stations, with setup and training billed once separately.
Let's talk about your project. We set up your pharmacy inventory with expiry alerts and automatic reordering. 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.
