The verdict in three sentences
A pharmacy loses 2 to 5 % of its inventory value to expired stock and 8 to 12 % of sales to stockouts of its best SKUs. A dedicated app with batch tracking by expiry date (FEFO), reorder alerts and a prescription log fixes both leaks. 2026 cost: a build of GHS 11 000 to 36 000, or a SaaS subscription of GHS 180 to 480/month.
Three tools compared
A notebook is free but never warns of expiries. A generic POS handles sales but ignores batches and regulated prescriptions. Pharmacy-specific software covers the whole cycle.
| Criterion | Notebook | Generic POS | Pharmacy app |
|---|---|---|---|
| Cost | GHS 0 | ~GHS 120/month | GHS 180 to 480/month |
| Batch / expiry tracking | No | Rare | Yes (FEFO) |
| Reorder alerts | No | Basic | Yes, per SKU |
| Prescription log | Paper | No | Yes, regulated |
| Expiry loss | 2 to 5 % | 2 to 4 % | < 1 % |
| Top-50 SKU stockout | 8 to 12 % | 6 to 8 % | < 3 % |
Quantifying expiry losses
On an average inventory, 2 to 5 % of expiries is real money. FEFO (first-expired, first-out) sells the batches closest to expiry first.
| Metric | Without app | With app | Difference |
|---|---|---|---|
| Inventory value | GHS 300 000 | GHS 300 000 | — |
| Expiry rate | 4 % | 0.8 % | -3.2 pts |
| Expiry loss/year | GHS 12 000 | GHS 2 400 | -GHS 9 600 |
| Lost sales (stockouts) | 10 % | 3 % | -7 pts |
| Annual revenue | GHS 1.44M | GHS 1.44M | — |
| Sales recovered | — | ~GHS 100 000 | +GHS 100 000 |
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Ms Mensah runs a pharmacy in Accra: GHS 300 000 inventory, 4 % expiries per year, frequent stockouts on her 50 flagship lines. She adopts pharmacy software at GHS 360/month with FEFO and alerts. Expiries fall below 1 % (GHS 9 600 saved/year) and top-SKU stockouts drop under 3 %, recovering roughly GHS 100 000 in sales. The annual software cost (GHS 4 320) is trivial against the gain.
FAQ
What is FEFO and why does it matter? FEFO means "first-expired, first-out": the software surfaces the batches closest to expiry. It's the best defence against the 2-to-5 % expiry losses.
Does the app handle regulated prescriptions? Yes: it keeps a timestamped log of prescription-only products, essential for compliance and control of sensitive stock.
How do I avoid stockouts on fast movers? Per-SKU reorder alerts trigger at a set threshold. You order before running out, recovering 8 to 12 % of otherwise lost sales.
Custom build or SaaS subscription? SaaS (GHS 180 to 480/month) suits a fast start. A custom build (GHS 11 000 to 36 000) is justified for a chain of pharmacies or specific needs.
Does it work offline? Yes, an offline mode with sync prevents sales from stopping during network cuts, common in Accra. Data reconciles when the connection returns.
Let's talk about your project. We deploy your stock and prescription software with FEFO and reorder alerts. 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.
