Medical spa inventory software
Medical spa inventory software that reconciles with the chart
Stock in an aesthetic clinic is not retail stock. Product moves in units, arrives in lots with expiry dates, and is consumed inside a treatment that has to be documented. This module tracks the product and the record together, so what was charted and what left the fridge always agree.
- Unit-level tracking for injectables, skin products and consumables
- Lot number and expiry captured at receipt and attached to each use
- Usage deducted from the treatment record, not entered twice
- Expiry and low-stock alerts per location before product is wasted
- Waste and discard logged with reason for a clean audit trail
- Cost of product per treatment reported alongside revenue
What you get
Lot and expiry tracking built into the record
When stock is received, each lot is entered with its expiry date. When a provider charts a treatment, they select the lot used and the units consumed. The deduction happens once, from the same entry that documents the service — no separate stock sheet to reconcile at week end.
Alerts before product becomes waste
Each product carries a reorder point and an expiry window per location. Stock approaching expiry and stock below par surface in the console so managers can move product between sites or schedule around it rather than discovering it after the fact.
Waste, discard and audit trail
Discarded or wasted units are logged with quantity, lot and reason, and remain attached to the location and the person who recorded them. The trail is queryable by product, lot or date range when a supplier or internal audit asks.
Product cost against treatment revenue
Because usage is tied to the treatment performed, reporting shows product cost per service, per provider and per location next to the revenue that service generated — the number owners actually price against.
Generic booking tools vs. Med Spa Management
| Generic spa software | Med Spa Management | |
|---|---|---|
| Stock unit | Whole items or SKUs | Units within a vial, with lot and expiry |
| Deduction | Manual stock count or POS decrement | Deducted from the charted treatment record |
| Expiry | Not tracked | Tracked per lot with advance alerts |
| Reporting | Stock on hand | Product cost per treatment, waste rate and reorder forecast |
Frequently asked questions
- Does it track inventory by unit rather than by vial?
- Yes. Products are configured with units per container, so a partially used container is tracked at unit level and remaining units stay visible.
- Can it track lot numbers and expiry dates?
- Yes. Lots are recorded at receipt with their expiry date, selected when a treatment is charted, and retained on the record for audit.
- Does inventory work across multiple locations?
- Each location holds its own stock, par levels and alerts, while group reporting rolls usage and waste up across sites.
- Do staff have to enter stock usage separately?
- No. Usage is captured in the treatment record at the point of charting, which is what keeps the count accurate.
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