Inventory Management

Zdrovia includes a product inventory system for tracking clinical supplies, consumables, and products used during patient visits. You can manage stock levels, record dispensing at the point of care, track costs vs. patient prices, and configure reorder alerts.

Navigate to Inventory in the sidebar to access inventory management.

Product List

The main inventory page displays all products registered in your clinic’s inventory.

Each product row shows:

Product name
Unit type (ml, vial, unit, box, etc.)
Current stock level
Reorder threshold (highlighted if stock is at or below this level)
Customer price (what you charge patients)
Cost price (what you pay)
Active/Inactive status

Creating a Product

Click New Product
Fill in the product details:

Required Fields

Field	Description
Name	Product name (e.g., “Hyaluronic Acid 20mg/ml”)
Unit Type	How the product is measured (ml, vial, unit, box, tablet, etc.)

Pricing

Field	Description
Cost Price	Your purchase price per unit (for margin tracking)
Customer Price	What you charge patients per unit

Stock Management

Field	Description
Current Stock	Initial stock level when creating the product
Reorder Threshold	When stock falls to or below this level, a reorder alert is triggered
Reorder Quantity	How many units to order when restocking
Lead Time (days)	How many days it takes to receive an order (used for planning)
Reorder Email	Email address to notify when reorder is triggered

Optional Fields

Field	Description
Description	Internal notes about the product (ingredients, supplier, usage notes)
Active	Toggle to hide retired products from dispensing without deleting them

Click Save

Editing a Product

Click on any product to open its edit form. All fields can be updated, including adjusting the current stock level manually (for receiving shipments or making corrections).

Deactivating a Product

If a product is discontinued or temporarily unavailable, set it to Inactive rather than deleting it. Inactive products:

Are hidden from the dispensing interface during visits
Remain in historical records (past usage is preserved)
Can be reactivated at any time

Deleting a Product

Use the delete option on a product to permanently remove it. A confirmation dialog is shown before deletion. Note that deleting a product may affect historical usage records, so deactivation is preferred for products that have been dispensed.

Adjusting Stock Manually

Stock can be adjusted directly from the product edit form:

Enter the new stock quantity in the Current Stock field
This is used for receiving shipments, counting physical inventory, or correcting discrepancies

For ongoing tracking of stock movements (dispensed during visits), see Recording Stock Usage During a Visit.

Recording Stock Usage During a Visit

The primary way stock is consumed in Zdrovia is through the Stock Usage section of the Visit tab on a patient treatment.

How to Record Usage

Open the treatment page for a patient
Select the visit from the visit dropdown in the header
In the Visit tab, scroll to the Stock Usage section
Click Dispense
The stock management modal opens:
- Search for the product by name
- Enter the quantity dispensed (in the product’s unit type)
- Choose whether the usage is billable to the patient
- Confirm
The usage record is saved against this visit

What Gets Recorded

Each stock usage record stores:

Product name and ID
Quantity dispensed
Unit cost (from product cost price at time of dispensing)
Customer price (from product customer price at time of dispensing)
Whether the item is billable to the patient
Timestamp
Staff member who recorded the usage

Billable vs Non-Billable

Billable: The item will appear as a line item when generating an invoice for this patient. The customer price is used.
Non-Billable: The item is recorded for cost tracking and inventory purposes but is not charged to the patient (e.g., clinic consumables like gloves, cotton pads).

Reorder Management

Reorder Alerts

When a product’s stock level falls to or below its Reorder Threshold, Zdrovia highlights the product in the inventory list as needing reorder.

If a Reorder Email is set on the product, an email notification is sent to that address when the threshold is reached. This can be your clinic’s purchasing manager, a supplier contact, or an internal distribution list.

Planning with Lead Time

The Lead Time field represents the number of days from placing an order to receiving stock. Use this field to plan ahead:

If lead time is 5 days and you need the product in 2 days, reorder before stock hits the threshold
Set the reorder threshold higher for products with long lead times

Stock Tracking and Inventory Costs

Zdrovia stores both the cost price and customer price for each unit of product. Over time, this lets you:

Calculate cost of goods per visit
Track profit margin on dispensed products
Understand clinic operating costs by treatment type

These metrics are visible in the Analytics section of Zdrovia.

Integration with Invoicing

Stock usage recorded during visits flows directly into the invoicing workflow:

Products marked as Billable during a visit are available as line items when creating an invoice
When creating an invoice for a patient, select the visit to include its billable stock items
The customer price is pre-populated for each item, but can be adjusted

See Invoices for the full billing workflow.

Tips

Set the Reorder Threshold generously (e.g., a 2-week supply) to avoid running out of commonly used products.
Use the Description field to store the supplier’s product code, making reorders straightforward.
Mark clinic consumables (disposable gloves, wipes, etc.) as Non-Billable when dispensing so they don’t appear on patient invoices, while still being tracked for cost purposes.
Deactivate products rather than deleting them — this preserves the historical dispensing record while keeping the active product list clean.