The verdict in three sentences
A pharmacy loses on average 2 to 4 % of its revenue to expired products and sales missed through stockouts. Inventory software with expiry alerts, a reorder threshold and batch tracking recovers most of those losses. On 30 M FCFA/year revenue, that's 600,000 to 1,200,000 FCFA to reclaim every year.
Where a pharmacy's money leaks
The two enemies are expiry (medicine thrown out) and stockouts (lost sale, customer goes to a competitor). Both stem from the same problem: not knowing in real time what's on the shelf and by when it expires.
| Loss source | Scale 2026 | Cause | Software solution |
|---|---|---|---|
| Expiries | 1.5-2.5 % of revenue | No expiry alert | Alert at day-90 per batch |
| Stockouts | 1-1.5 % of revenue | Late reordering | Auto order threshold |
| Counting errors | 0.5-1 % | Manual inventory | Real-time stock |
| Theft / shrinkage | 0.5-1 % | No traceability | In/out tracking |
| Frozen overstock | cash flow | Gut-feel buying | Turnover history |
The functions that recover losses
Good pharmacy software doesn't just count: it anticipates. The 90-day expiry alert lets you sell off or return to the supplier before an outright write-off.
| Function | What it does | Estimated gain 2026 |
|---|---|---|
| Expiry alert | Flags batches at day-90 | -70 % expiry losses |
| Reorder threshold | Auto order below threshold | -80 % stockouts |
| Batch tracking | Batch number + expiry | easier product recalls |
| Prescription-linked sale | Decrements stock on sale | continuously accurate stock |
| Supplier restocking | Auto purchase order | -50 % admin time |
| Revenue dashboard | Turnover, margin, top sellers | informed buying decisions |
Mini case study
Fatoumata, a pharmacist in Kigali, does 30 M FCFA revenue/year. She estimates her losses at 3 %, or 900,000 FCFA/year (expiries + stockouts). With expiry-alert inventory software, she cuts those losses by 75 %, recovering ~675,000 FCFA/year. The software (deployment + training) costs ~600,000 FCFA the first year: paid back in 11 months, then net profit in following years, not counting saved admin time.
FAQ
How much does pharmacy inventory software cost?
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
A solution with alerts, thresholds and batch tracking starts around 500,000 to 700,000 FCFA to deploy, plus monthly maintenance of 25,000 to 75,000 FCFA. Payback is usually under a year.
Does the expiry alert work per batch?
Yes. Each stock entry records the batch number and expiry date, and the system alerts at day-90, giving time to sell off or return the product to the supplier.
Does the reorder threshold prevent stockouts?
Largely: as soon as a product drops below its threshold, a purchase order is proposed automatically. Pharmacies see up to -80 % stockouts.
Can stock be linked to prescription sales?
Yes. On each dispensing, stock is decremented automatically, keeping a continuously accurate inventory and easing regulatory tracking.
Does it work offline?
A 3G-optimized version with sync lets you keep selling even on a weak connection, syncing as soon as the network returns.
Become a Kolonell referral partner. Know pharmacies, clinics or wholesalers? Refer them and earn 15 % + 5 % recurring on business apps, 12 % e-commerce, 10 % marketplace, 8 % institutional. A well-placed contact pays.
Let's talk about your project. We deploy your inventory management with expiry alerts and auto-restocking, training included. 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.
