PHARMACY SYSTEMS · BUTTERFLY PRIME SOLUTIONS
Pharmacy Management System
Expired stock, missing items and sales you can’t account for are costly for any pharmacy. Our pharmacy management system tracks every item by batch and expiry date, speeds up the counter and shows you exactly what is selling, what is running low and what is about to expire.
It is built for Kenyan pharmacies, with M-Pesa payments, KRA eTIMS invoicing, insurance sales and multi-branch stock control, and it runs in the cloud so you can check your shop from anywhere.
Rated 5.0 on Google · 14+ years · 650+ clients · 1,200+ projects since 2012
MODULES
Typical modules
These are the modules pharmacies ask for most. We configure them to your shop or chain, and build extra modules where you need them.
Pharmacy POS
Fast counter sales by name, barcode or generic name, with cash, M-Pesa, card and insurance payments and printed receipts.
Batch and expiry tracking
Every item received with batch number and expiry date, first-expiry-first-out selling, and alerts before stock expires.
Prescriptions
Prescription records linked to patients, dispensing notes, refills and dosage labels.
Stock and reorders
Live stock levels per branch, reorder levels, suggested purchase orders and stock takes with variance reports.
Suppliers and purchases
Supplier records, purchase orders, goods received notes, invoices and balances owed to each distributor.
Insurance claims
Sales to insured patients, scheme details, co-pays and claim batches, with outstanding claims tracked per insurer.
KRA eTIMS
Sales invoices sent to KRA eTIMS as part of each sale, so your records stay compliant.
M-Pesa payments
STK push or till payments confirmed at the counter, with automatic matching to each sale.
Multi-branch
Several branches in one system, with stock transfers between branches and reports per branch or for the whole chain.
Controlled drugs log
A register for controlled and prescription-only medicines, recording who dispensed what, to whom and on whose prescription.
Customers and patients
Patient profiles, purchase history, allergies and loyalty for repeat customers.
Users and permissions
Roles for pharmacists, cashiers and managers, with discounts, returns and stock adjustments needing approval.
Reports
Daily sales, margins, best sellers, slow movers, near-expiry stock and cashier reports.
USERS
Who it is for
- Retail pharmacies and chemists
- Pharmacy chains with several branches
- Hospital and clinic pharmacies
- Wholesale and distribution pharmacies
- Agrovets and veterinary pharmacies
STOCK
Stop losing money to expiry and shrinkage
In a pharmacy, stock is money with a date on it. When every item is received with its batch and expiry date, the system can sell the oldest batch first and warn you weeks before items expire, giving you time to return them to the supplier or move them.
Stock takes compare what the system expects with what is on the shelf, so missing items show up quickly. For businesses that also hold general stock, our inventory management system uses the same approach.
COMPLIANCE
eTIMS, M-Pesa and insurance in one flow
Each sale can be sent to KRA eTIMS through our eTIMS integration, and M-Pesa payments are confirmed at the counter through our M-Pesa integration. Cashiers don’t have to switch between the till, a phone and a separate invoicing tool.
Insurance sales record the scheme, member number and co-pay, then group into claim batches, so you can see what each insurer owes you and follow up on time.
CONNECTED
Part of a bigger health system
If your pharmacy sits inside a hospital or clinic, the pharmacy module can connect to our hospital management system so prescriptions flow from the doctor to the counter. See our healthcare solutions for websites and systems we build for health businesses.
You own your data and can export it at any time. Access is role-based, records are backed up and we train your team at handover.
SETUP
What to expect when we build your pharmacy system
Every project starts with a free discovery call. We go through how your pharmacists and cashiers work today, which modules you need first, who will use the system and which reports matter most. From that we prepare a fixed written quote that never changes, with a 60% deposit to start and the balance at launch.
We then configure the modules, import your existing data from spreadsheets or your old system, and set up users and permissions. Your team tests everything with real examples before going live. Timelines are guidelines, and many projects launch earlier than planned.
At handover we train your staff, so they are confident using the system from day one. You own your system and your data, and we stay available for support, updates and new modules as your needs grow. You can also pair it with our web hosting for a secure, backed-up home in the cloud.
PROCESS
How we set it up
01 Discovery call
Your workflows, users and reports agreed on a free call.
02 Proposal
Modules, timeline and price in writing, as a fixed quote.
03 Set-up and configuration
The system configured for your workflows, data imported.
04 Training
Handover training for your team is included.
05 Go live and support
Launch, then ongoing support. You own your data.
PRICING
Pricing
Contact us for a quote after a free discovery call. You get a fixed written quote that never changes, with a 60% deposit to start and the balance at launch. Timelines are guidelines, and projects often launch earlier.
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FAQ
Frequently asked questions
What does a pharmacy management system do?
It runs your counter sales, tracks stock by batch and expiry date, manages suppliers and purchases, handles insurance sales and gives you sales and stock reports.
Does it track expiry dates?
Yes. Every batch is recorded with its expiry date, the system sells the earliest expiry first and alerts you before items expire.
Is it eTIMS compliant?
Yes. Sales invoices can be sent to KRA eTIMS as part of each sale through our eTIMS integration.
Can customers pay by M-Pesa?
Yes. M-Pesa payments are confirmed at the counter and matched to the sale automatically.
Can it handle insurance patients?
Yes. You record the scheme, member details and co-pay at sale, then track claims and payments per insurer.
Does it keep a controlled drugs register?
Yes. Controlled and prescription-only items are logged with the patient, prescriber and staff member who dispensed them.
Can we run several branches?
Yes. Stock, sales and transfers are tracked per branch, and the owner sees the whole chain in one dashboard.
How much does a pharmacy management system cost?
It depends on the number of branches, users and modules you need. We quote after a free discovery call, with a fixed written quote that never changes.
Want better control of your pharmacy?
During working hours (Monday–Friday, 8am–6pm EAT) we reply within minutes. Outside working hours, we’ll reply first thing the next working day. Rated 5.0 on Google.