Before You Begin:
Products and consumables: what’s the difference?
Product: The main listing for an item, such as “Cleansing Gel 200 mL.” It stores the item’s name, SKU (item code), unit, vendor, typical cost, and alert settings. You only need to create each product once.
Consumable: The stock you receive for that product in a delivery or batch, also called a lot. Each consumable tracks the quantity, lot number, cost, expiration date, and storage location. For example: 12 bottles of Cleansing Gel from lot LOT-A1, expiring 03/31/2027, stored at Test Location 1. These quantities make up the product’s total stock count.
Which option should I use?
Adding an item for the first time? Select Add Product. During setup, you can also enter your starting stock. You don’t need to select Add Consumable separately for that first delivery.
Receiving more stock of an existing item? Select Add Consumable under that product to record the new delivery. You don’t need to create the product again.
Correcting an existing stock count? Use the Update quantity pencil, such as when a count was entered incorrectly or stock needs to be reduced because of loss or damage. This option is for adjustments, not new deliveries.
Example
You start carrying Cleansing Gel. Select Add Product, enter the product details, and add your first delivery of 12 bottles from lot LOT-A1.
A month later, 24 more bottles arrive from lot LOT-B2. Select Add Consumable under the existing Cleansing Gel product to add that delivery.
Assuming none have been used or sold, the product now has 36 bottles available, tracked in two separate lots. Each lot keeps its own cost and expiration date.
Set up each new item once with Add Product, then log every delivery after that with Add Consumable.
You'll find both on the Inventory Dashboard: go to Settings → Inventory → Inventory.
Add a product
Click Add Product. The New Inventory Product window walks you through four steps: Define Product, Inventory, Location, and Services.
Step 1: Define Product
Product Name: The name your team will see and search for, like "Botox 100U Vial." This is the only required field.
SKU: Your stock-keeping code. It's used in search and exports.
Unit Type: How you count the product. Pick an option like vial or bottle, or type your own.
Vendor: Where you buy the product.
Typical Cost Per Unit: What you pay for one unit, not your retail price. It fills in the cost on the next step.
Track Lot #: Tick this if your batches have lot numbers. You'll enter a Lot# for each one.
Low stock warning: Tick Alert when running low, then set Warn below to your "running low" quantity. Set this with enough units to cover your supplier’s delivery time, plus a buffer. For example, if you use 300 units a week and delivery takes one week, a 600-unit warning gives you roughly one extra week of stock.
Product expires: Tick Track expiration dates so each batch gets an Expiration Date. For an operational suggestion, you can use 90 days before expiration so staff have time to prioritize those lots.
Show advanced options: Optional extras. Increment Step lets you count partial units, like 0.1 vial.
Additional Required Fields: Found under advanced options. Add details, like an invoice number, to fill in for every batch.
Click Create & Continue when you're done. Important: This saves the product right away.
Step 2: Inventory
Enter the stock you have on hand right now. It becomes the product's first lot.
Quantity on hand: means how much you physically have available right now. The number should match the unit you chose for tracking:
If you track Dysport in units: 2 full 300-unit vials = 600 quantity on hand.
If you track an item in bottles: 4 bottles = 4 quantity on hand.
Cost per unit: What you paid for one unit in this batch.
Lot#: Shows up if you ticked Track Lot #. Copy it from the packaging.
Expiration Date: Shows up for products that expire. Use the date printed on the batch.
Skip inventory: Don't have stock yet? Skip this and use Add Consumable when it arrives.
Click Next to continue.
Step 3: Location
Storage Location: Where this batch is kept. Each location keeps its own count.
Click Save & Continue to save the batch.
Step 4: Services
Search services: Optional. Link treatments that use this product so stock is tracked automatically.
If service is linked, units will always be 1 unless there’s a really specific amount used in every single treatment.
Skip: Finish without linking any services.
Click Finish. The Setup Complete window confirms what was saved. Click Done, or Add Another Product to set up the next one.
Add a consumable
Use this every time a new delivery arrives for a product you already have. Each delivery is saved as its own lot under that product. You can open it two ways:
Add Consumable: The button above the inventory table. You'll choose the product yourself.
+ on a product's row: Opens the form with that product already chosen and locked.
Product: Start typing the product name, then pick it from the list.
Vendor: Where this delivery came from.
Location: Where you're storing this delivery.
Quantity: How many units arrived, counted in the product's Unit Type.
Cost per unit: What you paid for one unit of this delivery.
Lot#: Appears under Required Product Fields when the product needs it, with any custom fields.
Expiration Date: Appears for products that expire. It starts at today's date, so update it.
Click Save Changes. The new lot is added under the product.
To check it, click the arrow next to the product name. Each lot shows its On hand, Cost, and Expiration Date, and Available shows the total.
Good to know:
Create each product only once. For new deliveries, use Add Consumable, not a new product or the Update quantity pencil.
Every quantity and cost uses the product's Unit Type. If it's bottle, 12 means 12 bottles.
Create & Continue saves the product right away, so it stays even if you close the window afterward.
Clicking outside the New Inventory Product window closes it. Save each step before you leave it.
Double-check before saving: Quantity on hand may not start at your Default Quantity, and Vendor starts blank.
Cost per unit starts at $0.00 from the Add Consumable button, but uses the typical cost from a row's +.
Low stock and expiration warnings come from the product. To change them, click the pencil icon on its row.
For the rest of the page, see Overview of the Inventory Dashboard.