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Inventory & Products Guide

Manage your clinic’s products, services, and inventory stock. Track what you have, reorder when needed, and sell to patients.

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Getting Started

Access inventory in Inventory from the main menu. Main sections:

• Products - Your service and product catalog
• Stock - Current inventory levels
• Packages - Bundle products/services
• Members - Patient accounts (if using memberships)
• Purchase Orders - Supplies to reorder

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Products

Products are anything you sell: services, physical items, or packages.

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Creating a Product

1. Go to Inventory > Products
2. Click Create Product
3. Enter product information:
   • Name (e.g., “Botox Units”, “Facial Treatment”)
   • Category (e.g., “Injectables”, “Facials”, “Services”)
   • Description (optional)
   • Price (what you charge patients)
   • Cost (what you pay for it - for profit tracking)
4. Set product type:
   • Service - Staff time (appointments)
   • Physical - Inventory item (stock tracking)
   • Digital - Membership or package
5. Click Save

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Product Categories

Organize products into categories:

• Services: Botox, Fillers, Facials, Consultations
• Products: Skincare, Supplements, Devices
• Packages: Monthly Memberships, Treatment Plans

Categories help with:

• Reporting by category
• Finding products quickly
• Setting category-level pricing
• Revenue tracking

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Managing Product Details

Update product information:

1. Go to Products
2. Click product name
3. Edit details:
   • Price
   • Cost
   • Category
   • Description
   • Tax settings
4. Save

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Pricing

Set prices two ways: Fixed Price

• Standard price for all customers
• Example: Botox = $12 per unit

Variable Price

• Charged per appointment (by duration)
• Example: Consultation = $100/hour

For variable pricing:

1. Click Pricing
2. Select “Per Unit” (hour, minute, etc.)
3. Set rate
4. Auto-calculates based on appointment length

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Discounts

Apply discounts to products:

• Percentage (10% off)
• Fixed amount ($20 off)
• Bundle discount (buy 3, get discount)

1. Click product
2. Go to Discounts
3. Click Add Discount
4. Set discount rules
5. Save

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Stock Management

Track inventory levels for physical products.

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Adding Stock

When you receive new inventory:

1. Go to Inventory > Stock
2. Click Receive Stock
3. Select product
4. Enter quantity received
5. Enter cost per unit (if different from default)
6. Note purchase order number
7. Click Save

Stock level automatically increases.

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Using Stock

When you sell a product:

1. Create a charge for patient
2. Add product to charge
3. System automatically deducts from stock
4. Stock level decreases

Stock is tracked in real-time.

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Inventory Levels

Monitor what you have:

1. Go to Inventory > Stock
2. View all products with quantities
3. See items below minimum threshold
4. Filter by category

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Setting Minimum Stock

Alert when inventory gets low:

1. Click product
2. Set Minimum Stock Level (e.g., 100 units)
3. When stock falls below minimum, system alerts you
4. Create purchase order automatically

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Physical Inventory Count

Periodically verify actual inventory:

1. Go to Stock > Inventory Count
2. Physical count all products
3. Enter actual counts
4. System compares to recorded counts
5. Adjust for discrepancies (loss, damage, errors)

Document the count date and who counted.

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Adjusting Stock

If count doesn’t match:

1. Go to Stock > Adjustments
2. Click Create Adjustment
3. Select product
4. Enter adjustment amount (negative or positive)
5. Note reason (loss, damage, correction, etc.)
6. Save

Adjustments documented for audit trail.

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Packages

Bundles of products/services sold together at a combined price.

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Creating a Package

1. Go to Inventory > Packages
2. Click Create Package
3. Enter package information:
   • Name (e.g., “Complete Facial Package”)
   • Description
   • Total price
   • Included items and quantities
4. Set expiration (if time-limited)
5. Click Save

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Package Types

Treatment Packages

• Multiple services bundled
• Example: “6-Pack Treatments” (6 sessions for discounted price)

Membership Packages

• Monthly or annual fee
• Includes multiple services
• Auto-renews

Product Bundles

• Physical items grouped
• Example: “Skincare Kit” (cleanser + toner + moisturizer)

Membership + Services

• Monthly fee + access to specific services

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Selling Packages

1. At appointment, select package instead of individual service
2. Patient pays bundled price (usually discounted vs. individual items)
3. Package balance shown in patient account
4. Services deducted from package as used

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Purchase Orders

Track supplier orders for inventory replenishment.

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Creating a Purchase Order

1. Go to Inventory > Purchase Orders
2. Click Create Order
3. Select supplier
4. Add items:
   • Product
   • Quantity needed
   • Unit cost
   • Delivery date
5. Review total cost
6. Click Create

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Order Status

Track order progress:

• Draft - Not yet sent to supplier
• Sent - Submitted to supplier
• Pending - Waiting for delivery
• Received - Arrived (process Receipt)
• Cancelled - Cancelled order

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Receiving Order

When supplier delivery arrives:

1. Go to Purchase Orders
2. Find order
3. Click Receive
4. Verify items received match order
5. Update quantities if different
6. Click Confirm Received

Stock levels update automatically.

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Supplier Management

Track supplier information:

1. Go to Settings > Suppliers
2. Add supplier:
   • Name
   • Contact info
   • Preferred products
   • Standard delivery time
   • Payment terms
3. Save

Use supplier list when creating orders.

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Product Usage & Reporting

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Sales by Product

See which products generate most revenue:

1. Go to Analytics > Sales
2. Select date range
3. View revenue by product
4. Sort by highest revenue
5. Filter by category

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Inventory Turnover

Understand inventory efficiency:

• Cost of goods sold per product
• Inventory holding costs
• Turn rate (how fast stock moves)

Use this to adjust ordering:

• Faster-moving items: order more
• Slow-moving items: reduce orders

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Stock-Out Reports

When inventory runs out:

• System alerts you
• Creates automatic reorder
• Affects appointment scheduling
• Patient notified of delays

Minimize stock-outs with minimum levels.

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Advanced Features

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Product Variants

Different sizes/versions of same product: Example: Botox comes in 50U and 100U vials

1. Create base product “Botox”
2. Add variants with different prices
3. When selling, customer chooses variant

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Service Add-Ons

Offer extras during appointments:

• Premium service upgrade
• Add-on products
• Extended time

1. Mark product as “Add-On”
2. Displays as option during appointment
3. Patient selects if interested
4. Charged along with appointment

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Taxation

Handle sales tax properly:

1. Go Settings > Tax
2. Set tax rate (varies by location)
3. Set which products are taxable
4. Tax automatically calculated on invoices

Some products exempt (varies by location):

• Medical services (sometimes)
• Certain items
• Non-profit items

Consult with accountant for your jurisdiction.

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Advanced Inventory Features

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Best Practices

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Keep Prices Updated

• Review pricing regularly
• Adjust for cost increases
• Offer seasonal promotions
• Discount for packages

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Manage Inventory Levels

• Set appropriate minimums
• Don’t overstock (ties up cash)
• Don’t understock (turns away patients)
• Regular physical counts

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Track Costs

• Know actual cost of products
• Calculate profit margins
• Watch for waste/loss
• Adjust pricing if needed

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Organize Products

• Use clear naming conventions
• Group by category logically
• Keep descriptions updated
• Remove discontinued products

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Bundle Strategically

• Packages encourage larger purchases
• Discounted bundles increase revenue
• Memberships improve retention
• Create perceived value

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Troubleshooting

“Stock too low, can’t create charge”

• Check minimum stock setting
• Receive more inventory
• Or temporarily reduce minimum
• Create purchase order for restock

“Can’t delete product”

• Product in use (history or open orders)
• Archive instead of delete
• Contact support for removal

“Price shown is wrong”

• Check if discounts applied
• Check for variable pricing
• Verify tax is/isn’t included
• Check product vs. actual price

“Inventory count doesn’t match”

• Do physical count
• Check for unprocessed receipts
• Look for adjustment history
• Document discrepancies

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Related Features

• Billing - Process payments for products sold
• Appointments - Services often linked to appointments
• Memberships - Package subscriptions
• Analytics - Track product sales and revenue
• Suppliers - Manage inventory sources

For advanced inventory forecasting or multi-location inventory management, contact your account manager.