Managing Product Inventory

PracticeQ has an easy-to-use product inventory management solution that will improve your customer service in a number of ways.

  • Increased productivity: When you know where everything is and when you need to order more supplies, you can spend less time searching for things and more time providing care to patients.
  • Better decision-making: By having accurate inventory data, you can make better decisions about things like pricing, marketing, and staffing.
  • Improved customer service: When patients know that you have the supplies they need, they are more likely to be satisfied with their experience.

By effectively managing your inventory, you can help to ensure that your patients always have the supplies they need, and that you are running your practice as efficiently as possible. Check out the feature details and how to use the feature below.

Feature Details:

  1. Track inventory counts for your product list
  2. Get low-product-count email notifications
  3. Manage product categories to keep things organized
  4. Track lot number and expiration dates
  5. Get a 'close-to-expiration date' email notification
  6. Manage vendors and link to them directly for reorders
  7. Report on the products sold
  8. Ability to sell parts of a whole product as individual items. (i.e: You can set up a 1/4 syringe as an individual product that will take away from the total count when sold.)

Features Not Available Yet:

  1. Multi-Location Support is not available yet
  2. Products must be added to the invoice for the total count to depreciate so you must be using invoicing.
  3. There is no a way to NOT display the products on the invoice at this time but we are looking into adding products to a service so their totals are automatically depreciated when the service is billed.
  4. No changes to the booking widget yet
  5. It's not possible to do purchase orders yet

Managing Products

To create new or manage existing products, follow the steps below:

  1. Navigate to "Lists > Invoices" and select the "Invoice Settings" button in the top right.
  2. Go to the "Products" tab of the settings, you'll see the screen shown below:    

  3. To create a new product, simply click the "Create Product" button (dialog shown below). You can also edit or remove existing products as needed. Below is the information you are able to enter for each product:    

Note: You can upload a CSV of your products to add multiple products in one batch. See the following article: Importing Products

Note: You must save your new product first before you will see the ability to track the product.

Choose the Sort Order of the Product List

You can now choose the sort order of the products and product packages. This order is also reflected when adding the products to the invoice.

The order on the main Products list defines what order the products will be displayed in on the invoice:

Managing Inventory

Once your products are added, you can mange their inventory from the "Product" popup which is accessible by clicking the "Edit" button next to the product listed: 

Click the "Track Inventory" checkbox to track the inventory of this product:

You will have the ability to do the following:

  1. Action Button
    1. Add Units to the inventory
    2. View log of events for the product
  2. Low Inventory Notification: 
    1. Select whether you want to be notified when the inventory gets below a certain number
  1. Lot Number:  
    1. Add a Lot number for tracking purposes
  2. Lot Expiration Date: 
    1. Add a date of when the lot expires
  3. Notification for Expiration: 
    1. Check this box and enter the number of days before the expiration you want to be notified

Note: Click the "Inactive" checkbox if you want to hide the product from the "Show Products" list during the creation of invoice.


If you have taxes set up, they will apply here if the checkboxes are checked.

Managing Product Categories

You can add your products to different categories to keep things organized and make tracking easy: 

A name and a description can be added:

Managing Product Vendors

You can add the vendors you get your products from so when your stock gets low, we can link you to the vendor to order more: 

Note: Add a URL to the vendor details so we can link you to them when the stock gets low or close to expiring:

Selling Parts of a Whole

If you plan on splitting whole product and selling the parts at different prices, we have you covered!

To split a product:

  1. When editing a product, click the "Split into Subproducts" checkbox
  2. From there, you can click the "+ Add Subproduct" button
  3. This will allow you to enter a name, amount of the product that will be sold, the price and a unique SKU
  4. These subproducts are able to be selected when editing and creating an invoice.
  5. The amount of the subproduct will be subtracted from the total amount for the product. 
    1. i.e. If you sell a subproduct that's 50% of the whole product, it will reduce the total amount by 0.5

The subproducts are selectable when invoicing:

Adding Products to the Invoice

You can add products to the invoice much like you add services.  

  1. When editing the invoice, click the "Add Item" line. 
  2. Select the "Show Products" link (this will display your product list)
  3. Select the product by clicking on it
  4. Add the details to the right for date, quantity, and price

When you add products to the invoice, it will show you the SKU. The inventory count will go down after the invoice has been issued.

Reporting on Products

You can go to "Reports > Products" to view the following information about the products sold:

  • Product Name
  • Product Price
  • Price Includes Tax? Yes/No
  • Inventory Amount
  • Product SKU
  • Product Category
  • Vendor
  • Total products sold in past 30 days

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