The verdict in three sentences
In a pharmacy, money leaks silently through two holes: expired medicines thrown away (2 to 5 % of stock) and stockouts that send the customer to a competitor. A stock management SaaS with D-90/D-30 expiry alerts, barcode scanning and automatic thresholds cuts stockouts by 40 % and recovers 3 to 6 % of margin. At 20,000-60,000 FCFA/month, it pays for itself from the first batch saved from the bin.
The two leaks: expiry and stockout
Without a tool, management runs on memory and eyeballing. The result: you find expiries too late and stockouts one customer at a time.
| Indicator | Without SaaS | With stock SaaS |
|---|---|---|
| Expiry loss | 2-5 % of stock | 0.5-1.5 % |
| Stockout rate | high, unmeasured | -40 % (auto thresholds) |
| Expiry alert | none | D-90 and D-30 |
| Inventory | quarterly, manual | real time |
| Entering an item | 20-40 s | scan <3 s |
| Supplier order | from memory | proposed automatically |
| Margin recovered | — | +3-6 % |
How alerts save the margin
The principle is simple: every batch entered carries its expiry date. The SaaS watches and warns before it is too late.
| Deadline | Triggered action | Goal |
|---|---|---|
| D-90 | alert + shelf highlight | sell at full price |
| D-30 | strong alert + suggested promo | sell at reduced margin |
| D-7 | supplier return if eligible | avoid a total loss |
| Low threshold | order proposal | avoid the stockout |
| Stockout | sale block + reminder | priority restock |
2026 price ballpark by size: 20,000 FCFA/month for a neighbourhood pharmacy, 35,000-45,000 FCFA for medium volume, 60,000 FCFA for a large multi-till pharmacy with several operators.
Mini case study
Fatou, who runs a pharmacy in Thiès, holds an average stock valued at 12,000,000 FCFA. Each year she throws away about 4 % to expiry, i.e. 480,000 FCFA. With an alert SaaS that brings the loss down to 1 %, she now discards only 120,000 FCFA: 360,000 FCFA saved per year. In parallel, fewer stockouts recover around 4 % of missed sales. The SaaS costs her 40,000 FCFA/month, i.e. 480,000 FCFA/year — repaid by avoided expiries alone, the rest is net gain.
FAQ
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Does barcode scanning work with a simple phone?
Yes, the smartphone camera is enough to scan barcodes and datamatrix codes. A USB reader speeds up checkout during rushes, but is not required to get started.
How does the SaaS know the expiry dates?
They are entered or scanned when each batch is received. The system links them to the product and triggers D-90, D-30 and D-7 alerts automatically, with no intervention.
Can several outlets be managed?
Yes. A pharmacy with several branches tracks stock per site, transfers batches between outlets and consolidates statistics in a single dashboard.
How long does importing the existing stock take?
An initial scanned inventory takes 1 to 2 days depending on the number of references. After that, stock stays accurate in real time because every sale and receipt updates it.
Does the SaaS help order at the right time?
Yes. As soon as a product drops below its threshold, the system proposes an order calibrated on recent sales, which reduces both stockouts and the overstock that expires.
Let's talk about your project. We deploy your stock and expiry SaaS with alerts and scanning in a few days, tailored to your pharmacy's volume. 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.
