The verdict in three sentences
Without computerised tracking, a pharmacy in Accra loses 3% to 7% of its stock to expired medicines, an invisible but constant money leak. Software that triggers an expiry alert at 90 days and a reorder-threshold stockout alert cuts these losses by 60% and halves inventory time. Add mobile-money + insurance checkout and digitised prescriptions, and the pharmacy moves from ledger management to precise control, with a target stockout rate under 5%.
Expiry, a loss you never see coming
An expired medicine is money bought then binned. On a stock worth several million GHS, 3% to 7% disappear each year for lack of anticipation. The software classifies each batch by expiry date and automatically flags those approaching their use-by date.
| Indicator | Without software | With software | Effect |
|---|---|---|---|
| Expiry losses | 3-7% of stock | 1-3% | -60% |
| Expiry alert | none | at 90 days | anticipation |
| Stockout rate | 10-15% | < 5% | sales preserved |
| Inventory time | 2 days | 1 day | -50% |
| Client history / prescription | paper | digitised | traceable |
The FEFO rule (first expired, first out) becomes automatic: the software tells you which batch to sell first.
Counter, insurance and digitised prescriptions
Counter sales must be fast. The software scans the product, applies the price, handles the insurance share and collects the rest via MTN MoMo, Telecel Cash or card. The prescription is photographed and attached to the client record, avoiding dispensing errors and easing refills.
| Counter function | Without a tool | With the software |
|---|---|---|
| Checkout time | 3-4 min | < 1 min |
| Insurance-share handling | manual, error-prone | auto-calculated |
| Client purchase history | none | complete |
| Prescription refill | paper search | one click |
| Mobile-money payment | no | MoMo / Telecel / card |
Client tracking also lets you remind a chronic treatment and offer a refill at the right time.
Mini case study
Kwame runs a pharmacy in Accra with an average stock of 500,000 GHS. He loses 5% a year to expiries, or 25,000 GHS. Stockouts also cost him sales he estimates at 10,000 GHS/year.
With the software, expiry losses fall to 2% (10,000 GHS), saving 15,000 GHS. Reduced stockouts recover about 7,000 GHS in sales. Annual gain: 22,000 GHS. The business software costs around 40,000 GHS to buy plus 800 GHS/month: it pays for itself in under two years, then generates pure savings.
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FAQ
How much does pharmacy management software cost?
A complete business solution (stock, expiry, counter, prescriptions) runs between 35,000 and 55,000 GHS depending on modules, with maintenance of 800 to 1,500 GHS/month.
Does the software handle the insurance share?
Yes. It automatically calculates the covered portion and the patient's remaining balance, avoiding errors and speeding checkout by more than 60%.
How does the expiry alert work?
Each batch is recorded with its expiry date. The software flags products within 90 days of expiry so they are sold first, cutting losses by 60%.
Can I collect payment via mobile money?
Yes, MTN MoMo, Telecel Cash and card are integrated. Payment is confirmed instantly, with no cash handling for larger amounts.
Is patient data secure?
Restricted login access, traceable history and automatic backup. Digitised prescriptions stay confidentially linked to the client record.
Let's talk about your project. We digitise your stock, expiries and counter without interrupting your business. 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.
