BeeStocked

What is this?

BeeStocked is the stock system for your clinics. It is a single file — no server, nothing running behind the scenes. Counts, orders and settings are saved on this device and can be exported as a file to share.

Two ways to count — pick whichever feels natural

📱	On the phone — open the Count tab and tap + as you go, like a hand tally counter. On an item you haven't touched, tap − to mark it 0 (empty shelf). Red = still missing, green = done. The "Missing" button shows only what's left.
🖨	On paper — tap "Print count sheet" for a clean sheet with every product and how to count it. Count by hand as always, then photo every page and send it in — it gets entered here and the order comes out the same.

The monthly flow

1	Count — once a month. Pick your clinic, walk the categories (same order as the old paper sheets) and enter how many CLOSED units you see. Every product card shows a photo and tells you exactly what to count (boxes? syringes? packs?) — when in doubt, read the 📦 line.
2	Order — worked out with the same formula as the old Excel. Review, adjust quantities if needed, and click "Copy order" or "Email order" per supplier — or download the CSV.
3	Register order — when an order is actually sent to a supplier, click "Register as sent". It moves to the Receiving tab.
4	Receiving — when boxes arrive, open Receiving on a phone and tick each line off (this replaces printing and highlighting the Excel). Anything left unticked is still to arrive — visible until it lands, so nothing gets forgotten again. Items flagged EXPIRES ask for the expiry date on the box and remind you to store new stock at the back (first-in-first-out).
5	History — every count, order and delivery is written to a log you can filter by clinic and type. The Dashboard shows a shared feed across all clinics so you can compare them at a glance.

Adjusting an order by hand

The formula is a starting point, not a rule. Each product on the Order tab is its own card with a − [ qty ] + stepper: tap to order more or fewer units (or type a number straight in). Counted / Target / Cost underneath are always labelled, so the figures never get confusing when you scroll. ✕ Remove from order takes a line to 0 — it stays on the list, struck through and marked Not ordering, so the decision is on record; "↺ Back to formula (N)" brings it back. A changed line is marked adjusted and gives you a note box to jot down why — so a decision like "we're at 1, the formula wanted 4, but we only ordered 2 this month to spread the cost" is recorded with its reason. The summary shows how much the adjustments trim off the bill, and the note travels into the History log with the order.

Adding something after the order has gone out

Once a supplier's order is registered, its block turns green, folds away and has nothing left to send — the app knows those boxes are already coming and will not order them twice. To add something to that supplier, type it in the search box at the top of the Order tab and tap Add: the block opens on that one line, and Register as sent comes back. It sends the new line only — the lines already on their way are left alone, and the confirmation says so. Each card that is waiting on a delivery says N already on the way since … under it, so an order a supplier has forgotten about is visible here rather than only in Receiving. If a supplier really has lost an order, a block with nothing left to send offers Send it all again, which deliberately duplicates it and tells you how many units that is.

Settings — the manager's control panel

The ⚙️ Settings tab is the "big spreadsheet" turned into simple switches. For each product, the manager can: turn it OFF (it vanishes from Count and Order in that clinic), tag it EXPIRY yes/no (only tagged items ask for a date at Receiving), and edit the 4-week target and price per clinic. Edited values show a ✎ and can be reset to the original with one tap. This is the configuration the whole system runs on — no spreadsheet editing needed.

The formula (same as the old Excel)

ORDER = round up ( 4-WEEK TARGET − COUNTED ), minimum 0
COST = ORDER × UNIT PRICE

The 4-week targets come from your current Masters, per clinic (and can be edited in Settings). A red OUT means counted zero with a target above zero — the #1 pain (running out mid-treatment), so those float to the top.

Where the data comes from

The 4 clinic Excels, merged into one: 308 products, 19 categories, 26 suppliers, enriched with photos, pack sizes and counting instructions taken from the Australian suppliers' own sites. . Same data in Excel: Master Catalog (Drive) · project folder.

Roadmap

v0.5	Today — counting, ordering, receiving, what is still to arrive, expiry capture and a manager Settings panel, all on this page. Try it, break it, tell us what's wrong.
v1	Data lives in a Google Sheet (the source of truth). Counts save with date and history. Low-stock alerts via n8n.
v2	Expiry dates captured by photo (Telegram + OCR) as well as by typing; expiry alerts before money is lost. Stock value per clinic over time.
v3	Estimated consumption from D4W item-numbers reports; data-driven 4-week targets; procedure tags.