10 practical pharmacy business worksheets: stock, cash flow and margins

We build RunMyPharmacy and have written ten practical owner toolkits around problems that show up behind the counter: missing stock, tied-up cash, supplier credits and decisions that depend on a clear number.

Each full guide includes a worksheet, worked example or repeatable checklist. Here are ten actions you can apply to your own records:

1. Pharmacy stock audit: a cycle-count checklist that finds the cause of missing stock

   Run a blind count on one shelf. Record base units, batches and count time; investigate movements before posting an adjustment. A corrected balance is useful only when the cause of the difference has been addressed.

2. Pharmacy reorder point: calculate safety stock without overbuying

   Separate when to order from how much to buy. Average daily demand × usable replenishment lead time + a reviewed safety-stock assumption gives a starting trigger. Check stock already ordered before placing another purchase.

3. Pharmacy dead stock: a 30-day plan to release cash tied up on the shelf

   Use a 30-day review of slow-moving lines. Verify product data first, then record demand, expiry and supplier return deadlines. Assign each line an owner and a next decision; no recent sale alone is not a reason to remove an important medicine.

4. Pharmacy cash flow: build a rolling 13-week forecast before bills become urgent

   Forecast weekly cash for 13 weeks. Start with available cash, expected receipts and supplier payments due. Update the forecast against actual receipts rather than treating reported sales as money already in the bank.

5. Pharmacy supplier management: reconcile invoices, returns and credit notes

   Match supplier invoices, returns and credit notes. Give every return a reference and confirm that the supplier credit reaches the account. A physically returned item can still leave an unpaid invoice behind.

6. Pharmacy inventory turnover and ABC analysis: find where stock ties up your money

   Calculate inventory turnover using cost of goods sold and average inventory at cost. Use ABC analysis to focus financial review, alongside separate clinical and operational priorities. Revenue is not the same measure as stock investment.

7. Pharmacy stock receiving: a delivery checklist before anything reaches the shelf

   Check deliveries before stock reaches the shelf. Reconcile quantities, batch information, expiry and condition against the order. Separate discrepancies and unavailable stock from usable quantities and keep the receiving decision traceable.

8. Pharmacy discounts: calculate the extra sales needed before cutting your margin

   Model the volume needed to recover a price discount. At a hypothetical cost of 80 and price of 100, a 10-unit price cut halves gross profit per unit from 20 to 10. It requires twice as many units just to match that gross profit, before extra operating costs.

9. Pharmacy KPIs: a weekly review that turns seven numbers into decisions

   Hold a weekly seven-number review. Give each KPI a consistent definition, a comparison period and an owner for the next action. Repeated stockouts or discrepancies matter more than a dashboard that merely looks complete.

10. Google Business Profile for pharmacies: turn accurate local information into useful enquiries

    Keep Google Business Profile details accurate. Verify the real location, hours, contact information and listing eligibility. Use a simple enquiry log to learn whether people could find the pharmacy and get the information they needed.

These are business operating worksheets, not clinical or dispensing instructions. Calculations use hypothetical examples; they do not claim that the product automatically performs every workflow.

Read the ten full original toolkits: pharmacy stock audit; pharmacy reorder point; pharmacy dead stock; pharmacy cash flow; pharmacy supplier management; pharmacy inventory turnover; pharmacy stock receiving; pharmacy discount; pharmacy kpi; pharmacy google business profile.

Explore RunMyPharmacy and our pharmacy business guides for the product and existing resource library.

Disclosure: shared by the RunMyPharmacy team, using AI drafting assistance with checks of the examples and product links.