Veterinary Clinic Inventory Management with VetsWise

Veterinary clinic inventory management is often a hidden source of losses: expired medicines, a consumable that runs out at the busiest moment, and discrepancies nobody finds until the annual stock audit. VetsWise brings the whole inventory process into a single Inventory module, where stock levels, expiry dates, deliveries, suppliers and audits are tracked in one place and in real time.

Complete veterinary clinic inventory management

The Inventory module in VetsWise brings all of the clinic’s inventory tasks under one menu. The system links every item to its group, supplier, barcode and batches, so the information on any medicine or consumable is a few clicks away. Veterinary clinic inventory management becomes predictable, with no scattered Excel spreadsheets and no calculating values by hand.

Real-time stock levels and value

The stock page shows the current quantity of every item, its selling price, average purchase price and average profit. The system also calculates the total inventory value at purchase prices excluding VAT, so your accountant has an exact figure at any time.

• Filter by item, group, supplier, barcode and quantity
• A quick view of items running low
• An In-stock products only option for an uncluttered view
• The batches behind each stock level in a separate window
• Export the report to Excel or CSV in one step

Expiry date control and the FEFO principle

VetsWise tracks the expiry date of every batch and dispenses by the FEFO (First Expired, First Out) rule: the stock closest to its expiry date goes out first. The Expiry dates report shows which batches will expire soon or already have, so the clinic can act in time and write off less.

• An Expiring within filter for a chosen number of days
• Expired and Not expired statuses for quick orientation
• Tracking by batch number and quantity
• Write off expired batches in bulk, in one step

Deliveries and suppliers in one place

Every new item enters inventory through a delivery. VetsWise offers a quick delivery for everyday arrivals and an extended delivery tied to an invoice when full documentation is needed. Purchase orders, in turn, make ordering from suppliers easier.

• Purchase orders emailed straight to the supplier
• Turn an order into a delivery or an invoice in one step
• Filters by supplier, period, delivery number, invoice, status and payment method
• A supplier register with contact details and the full delivery history

Deliveries and suppliers are connected in one process, from the order to booking the goods into inventory.

Stock audits without surprises

Stock audits in VetsWise compare the stock in the system with the quantities actually counted, and show the differences right away. Before counting, the system prints a count sheet for the team to fill in on the spot, and once the counts are entered, it calculates the taxable amount, VAT and total automatically.

• A count sheet for the stockroom
• In stock and Counted columns side by side, to spot differences instantly
• Automatic calculation of the taxable amount, VAT and total value
• Every audit printed and stored for reference

What the clinic gains

When inventory is under control, the whole clinic benefits, from reception to accounting.

• Fewer medicines written off because they expired
• Never out of key consumables, thanks to low-stock alerts
• An exact inventory value for accounting at any time
• Faster, traceable orders to suppliers
• Transparent stock audits without manual calculations

The Inventory module works in sync with the rest of the platform. See also the reports in VetsWise.

Frequently asked questions

What is FEFO, and why does it matter for veterinary clinic inventory management?

FEFO (First Expired, First Out) means the stock closest to its expiry date is used first. VetsWise applies this principle automatically, which reduces write-offs of expired medicines.

Can expiry dates be tracked by batch?

Yes. Every batch has its own expiry date and stock level, and the Expiry dates report filters batches by the number of days until they expire and by status.

How do new items get into inventory?

Through a quick delivery for everyday arrivals, or an extended delivery with an invoice. A purchase order can also become a delivery in one step.

Can inventory reports be exported?

Yes. Stock levels and the other reports export to Excel or CSV for accounting and further analysis.

Try VetsWise free and see how veterinary clinic inventory management becomes a predictable, controlled process. Start here.