The verdict in three sentences
Hand-managed pharmacy stock generates expiries worth 3-7 % of inventory value and stockouts on the 20 % of SKUs that drive 80 % of sales, costing 10-20 % of revenue. A pharmacy management system cuts expiry losses by 50-70 % through batch/expiry tracking and reduces dispensing errors by 60-80 % via barcode. At 30,000-90,000 FCFA/month (roughly 46-138 EUR), it pays for itself on avoided expiries alone.
Manual ledger vs pharmacy management system
The paper ledger never warns of an approaching expiry date or a reorder threshold. The system automates reorder points, tracks batches and secures dispensing.
| Criterion | Manual ledger | Pharmacy software |
|---|---|---|
| Expiry losses | 3-7 % of inventory | 1-2 % |
| Top-20 % SKU stockouts | frequent (-10 to -20 % sales) | rare |
| Dispensing errors | baseline | -60 to -80 % |
| Batch/expiry tracking | none | automatic |
| Reordering | guesswork | auto reorder point |
| Receipt and payment | paper/cash | digital receipt + momo |
Batch/expiry tracking triggers alerts before expiry; automatic reorder points prevent stockouts on the fastest movers.
What it costs
| Plan | Price/month (2026 ballpark) | Included |
|---|---|---|
| Single pharmacy | 30,000-45,000 FCFA | Stock, expiry alerts, digital receipt |
| Pro | 50,000-70,000 FCFA | + barcode, reorder point, momo |
| Network | 75,000-90,000 FCFA | + multi-branch, analytics, controlled-substance log |
The controlled-substance log and batch traceability meet regulatory dispensing obligations.
Mini case study
Mr. Okello runs a pharmacy in Kampala with an average inventory of 8,000,000 FCFA. Without alerts, he bins 5 % as expiries, or 400,000 FCFA/year. With the software (60,000 FCFA/month, or 720,000 FCFA/year) and batch/expiry tracking, expiries fall to 1.5 %, or 120,000 FCFA: a 280,000 FCFA/year saving on losses alone. Add recovered stockouts: by avoiding 12 % lost sales on his best-sellers (monthly revenue 6,000,000 FCFA), he regains several hundred thousand FCFA in margin per month — the subscription is absorbed many times over.
FAQ
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Does the software track expiry by batch?
Yes — each stock entry records the batch and date, and the system alerts weeks ahead, cutting losses by 50-70 %.
Do I need a barcode scanner?
Recommended but not required to start. Barcoding speeds dispensing and cuts errors by 60-80 %.
How do I avoid stockouts on fast movers?
The system computes an automatic reorder point per SKU based on sales velocity and alerts before the stockout.
Can I take mobile money and issue a digital receipt?
Yes — mobile-money payment generates a digital receipt, making the till and bookkeeping reliable.
Is it compliant for controlled substances?
Yes — a dedicated log traces entries, exits and dispensing of regulated substances to meet local obligations.
Let's talk about your project. We deploy pharmacy software with expiry tracking and mobile-money payment. 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.
