One list, two shelves
Switch between all products, retail and back bar. Each product carries the details you reorder from.
- Name and supplier.
- Cost to the clinic and retail price.
- Quantity on hand.
- A reorder point, and the level you like to keep.
Back office
A med spa inventory list that counts itself down.
Running out of the SPF everyone asks for is a lost sale. Running out of product mid-treatment is worse. One list, kept up to date by the till, prevents both.
All productsRetailBack barStock take
- Mineral SPF 50Retail · Derm supply3reorder at 6Low
- Hydrating serumRetail · Skin lab26reorder at 8In stock
- Lip filler (syringes)Back bar · Clinic supply4reorder at 6Low
- HydraFacial serum kitsBack bar · Clinic supply18reorder at 10In stock
Received into stock12 × Mineral SPF 50
In short
Inventory is a single list of everything your clinic stocks: retail products on the shelf and back bar products used in the treatment room. Quantities come down as products are sold or used in a service, and anything at or below its reorder point is flagged as low.
Included when Bella runs your book Part of the back office, opened from the portal.
In detail
How it works, part by part.
Stock that moves on its own
You don't update the list after a sale. The sale does it.
- Sold at Checkout: the quantity comes down.
- Used in a service: the products linked to that service come down when the ticket closes.
- Ticket voided: the stock goes back.
- Delivery arrives: receive it into stock.
- Every change is logged with its reason and date.
Low stock, before a client notices
Anything at or below its reorder point is marked Low, and the back office hub shows how many products are low today. A glance before you place an order is enough.
Stock takes that tell the truth
Count one shelf at a time and type what you actually count. Leave a line blank and it is treated as not counted, not as zero. Differences are saved as adjustments, so the history shows what was counted and when.
Bring your list with you
Drop in the export from your old system, in any column layout. Product name, quantity, reorder quantity, SKU, barcode, price, cost, brand and supplier are all read. Nothing is created until you have seen the preview. Discontinued products are retired, not deleted, so past sales still make sense.
How it's used
Setting it up
- Import your list
From a spreadsheet, with a preview first.
- Set reorder points
The quantity at which you want a warning.
- Link products to services
So treatment-room stock comes down too.
- Sell and treat as usual
Quantities follow your tickets.
- Count once a month
Run a stock take and save the differences.
Plain definitions
Inventory terms, defined
- Retail product
- Something a client buys and takes home.
- Back bar product
- Something used up during a treatment.
- Quantity on hand
- How many you have right now.
- Reorder point
- The quantity at which a product is flagged as low.
- Received into stock
- A delivery added to the quantity on hand.
- Stock take
- A physical count, entered shelf by shelf.
- Retired
- A discontinued product, hidden from the list but kept in past sales.
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What it doesn't do
Inventory tracks quantities and cost. It doesn't place orders with suppliers, and it is not a lot-number or expiry log for injectables. Keep those in your clinical records.
Questions about inventory
What should be on a med spa inventory list?
Every retail product and every product used in treatments, each with its supplier, its cost, how many you have and the quantity at which you want to reorder.
Does it track product used during treatments?
Yes. Link the products a service uses, and they come down each time that service is rung out.
Can I import the list I already have?
Yes. Drop in a spreadsheet exported from your old system. You see a preview before anything is created.
Does it track lot numbers and expiry dates?
No. It tracks quantities and cost. Lot numbers and expiry dates belong in your clinical records.
Is this included if I keep my booking software?
No. The back office is built on the appointment book, so it comes with the build where Bella runs your book. If you keep your own booking software, you get the owner portal and your current tools stay as they are.
See it on your own clinic.
Book a meeting and we'll open this screen with your menu and your team as the example.