Pharmacy inventory is the hardest stock-control problem in retail: thousands of medicines, batch numbers and expiry dates that carry legal weight, cold-chain items, and the constant tension between stocking enough to serve patients and not burying capital in drugs that expire on the shelf.
This page focuses specifically on the inventory side of running a pharmacy with SellarPro — for the POS/dispensing side, see our pharmacy management overview.
What goes wrong without a proper system
Expiry write-offs
Every expired pack is pure loss — and in medicine, selling past date is not an option. Batch-level expiry tracking with first-expiry-first-out visibility lets you push short-dated stock while it is still sellable and quantify exactly what expiry costs you each quarter.
Batch recalls and traceability
When a supplier or the FDA flags a batch, "do we have any?" must be answerable in minutes. Batch records on receiving and sale give you the trail from delivery to dispensing.
Stock-outs of essential lines
A pharmacy that is out of the common prescriptions loses the patient — often permanently. Low-stock alerts and velocity-based reorder reports keep essential medicines continuously available.
Shrinkage of high-value drugs
Small, expensive, easy to pocket. Received-vs-sold reconciliation per product, documented adjustments and per-staff sales logs make losses visible and attributable.
Where SellarPro fits in
SellarPro brings sales, inventory, purchasing, customers and reporting into one system. You record a sale in seconds, stock levels update automatically across every branch, and the dashboard shows profit — not just revenue — in real time.
- Batch and expiry tracking with short-dated stock reports
- Reorder reports built from actual dispensing velocity
- Purchase records per supplier with cost history
- Documented stock adjustments with reasons and user logs
- Multi-location support for pharmacy chains and attached OTC shops
Related reading: see our guides on pos for cosmetic shop, stock taking app ghana and supplier management software.
The price of doing nothing
Businesses in this trade that run on paper and memory typically lose between two and five percent of stock value every month to a combination of unrecorded sales, quiet pilferage, damaged goods that were never written off and prices remembered wrongly at the counter. On a shop turning over GHS 30,000 a month, that is GHS 600–1,500 gone — every month, invisibly. A subscription that costs less than a tenth of that and makes the loss visible is not an expense; it is recovered profit.
How to judge any POS or inventory system
- An exit path. Your data should export to Excel whenever you want it. A vendor that traps your records is answering the trust question for you.
- Offline selling. Ask the vendor exactly what happens at the till when the internet drops. "It keeps selling and syncs later" is the only good answer.
- Mobile money as a first-class payment. If MoMo has to be recorded as "cash" or "other", daily reconciliation will never be clean.
- Support you can reach. WhatsApp and phone support in Ghanaian hours — test it before you pay by sending a question and timing the reply.
- A real free trial. Load your actual products and run real sales for a week. Software that survives your busiest day has earned the subscription.
- Cedis, not dollars. If the price is quoted in USD, your software cost changes every time the exchange rate does. Insist on GHS billing with published prices.
Hold every vendor to this list, including us. It is the fastest way to a decision you will not regret.
Getting started takes an afternoon, not a project plan
- Create your account. Register online in a few minutes — no card required to start.
- Set up your products. Import your product list from Excel/CSV, or add items with prices, barcodes and opening stock.
- Add your team. Create cashier and manager accounts with role-based permissions so staff only see what they need.
- Start selling. Ring up sales on a laptop, desktop, tablet or phone; print or WhatsApp receipts to customers.
- Watch the numbers. Daily sales, profit and stock reports arrive on your dashboard automatically.
Most businesses complete setup the same day. If you have an existing product list, our team helps you migrate it free of charge.
From sign-up to habit in seven days
Day one is about getting live, not getting perfect: import or enter your fastest-moving products, set prices, create logins for anyone who sells, and put through the first genuine sale. Perfection can wait; the record-keeping starts today.
Days two to four are where discipline pays. All sales through the till, all expenses recorded at the moment they leave the drawer, credit sales against named customers. The reports are only as honest as the inputs, and this is the week that honesty becomes routine.
By day seven you have your first real weekly report: sales by product, profit after costs, expense totals, and the first surprises. Almost every owner finds at least one — a product selling at a loss, an expense category nobody was watching, a staff pattern worth a conversation. That first surprise usually pays for the year's subscription.
What the dashboard tells you every day
- Debtors (credit) report — who owes what, and for how long. The oldest balances rise to the top, which is exactly the order collections should happen in.
- Low-stock list — everything below its reorder level, effectively your next restocking trip written for you before you knew you needed it.
- Per-staff sales — every cashier's day in numbers: sales made, discounts given, returns processed. Performance conversations become factual and short.
- Dead-stock report — items that have not sold in 30, 60 or 90 days: your capital, parked on a shelf, with the release form attached.
- Profit report — sales minus cost of goods minus expenses. The only number that says whether the month worked, calculated continuously instead of guessed annually.
None of these require setup or an accountant; they assemble themselves from your daily sales and purchases.
What it costs
SellarPro is priced in GHS with no dollar billing, no per-terminal charges and no long-term lock-in. Every plan includes updates and support.
| Plan | Monthly price | Best for |
|---|---|---|
| Solo | GHS 99 | One shop, one user getting off paper and Excel |
| Growth | GHS 150 | Growing shops that need staff accounts and fuller reporting |
| Business | GHS 250 | Multi-branch and wholesale operations |
See the full feature breakdown on our pricing page, or start free and upgrade when you are ready.
Four traps to step around
- Ignoring the reports. Software that is only used to ring sales is a very expensive calculator. Ten minutes with the weekly report is where the subscription actually pays.
- Skipping opening stock. Without accurate starting quantities, the first stock report looks wrong and confidence dies early. Count what you have before go-live — even approximately — and correct at the first stock-take.
- Waiting for the "quiet season" to switch. There is no quiet season, and the busy one is precisely when you lose the most without a system. Start now, start small, grow into it.
- Running two systems "just in case". Keeping the notebook alongside the software means neither is trusted and both are half-maintained. Commit for two full weeks — the doubt resolves itself.
Why businesses pick SellarPro
- Built for Ghana. GHS pricing, VAT/GRA-aware receipts, and workflows that match how shops here actually trade.
- Offline-capable. Keep selling when the network drops; everything syncs when you are back online.
- Human support. WhatsApp, phone and email support from a team in Accra — not a ticket queue in another timezone.
- All-in-one. POS, inventory, purchases, expenses, customers, staff and reports in one subscription instead of five tools.
- Grows with you. Start with one till and scale to multiple branches, warehouses and an online storefront without changing systems.