Products & Orders
Sell supplements, devices, and services directly to patients with inventory tracking.
Overview
The products and orders system enables clinics to manage and sell products directly to patients. Features include inventory tracking, tax calculation, approval workflows for restricted items, and patient self-ordering through the portal.
Product Categories
Supplements
Vitamins, minerals, and nutritional products
Cosmetics
Skincare, topical treatments
Devices
Medical devices and equipment
Medications
Prescription and OTC medications
Services
Professional services and treatments
Other
Miscellaneous items
Adding Products
Basic Information
- • Product Name (required)
- • SKU - Stock keeping unit for inventory
- • Category - Select from predefined categories
- • Description - Product details for patients
- • Image URL - Product photo
Pricing
- • Selling Price (required) - What patients pay
- • Cost - Your cost for profit tracking
- • Taxable - Whether to charge sales tax
Inventory
- • Track Inventory - Enable stock tracking
- • Current Stock - Starting quantity
- • Reorder Threshold - Alert when stock falls below this level
- • Reorder Quantity - Suggested amount to reorder
Restrictions
- • Requires Consultation - Staff approval needed before sale
- • Requires Prescription - Marked as Rx item
- • Age Restriction - Minimum age to purchase (0-100)
Inventory Management
Low Stock Alerts
When a product's stock falls below its reorder threshold, it appears in the "Low Stock" filter on the products page. The dashboard also shows a count of products needing reorder.
Stock Adjustments
Stock is automatically deducted when orders are created. You can also manually adjust stock for:
- Restocking deliveries
- Damaged or expired items
- Physical inventory counts
- Returns or corrections
Out of Stock Protection
Patients cannot add out-of-stock items to their cart. Orders cannot be created for products with insufficient inventory.
Creating Orders
Staff-Initiated Orders
- Go to Orders and click "New Order"
- Select a patient
- Add products and quantities
- Add optional notes
- Submit order
Patient Self-Orders (Portal)
- Patient browses products in their portal
- Adds items to cart
- Proceeds to checkout
- Reviews order with tax calculation
- Submits and pays via Stripe
Order Status Workflow
Orders can also be Cancelled at most stages (stock is returned) or Refunded after completion.
Approval Workflow
Orders containing restricted items require staff approval before processing:
Items Requiring Approval
- • Products marked "Requires Consultation"
- • Products marked "Requires Prescription" (Rx)
Approval Process
- Order appears in "Pending Approval" list
- Staff reviews order details and items
- Clicks "Approve" with optional notes, or
- Clicks "Reject" with required reason
- If rejected, stock is automatically returned
Payment Processing
Stripe Connect Setup
To accept patient payments, you need to set up Stripe Connect:
- Go to Settings > Subscription > Patient Payment Processing
- Click "Set Up Stripe Account"
- Complete Stripe's verification process
- Once verified, you can accept payments
How Payments Work
When patients pay through the portal, money goes directly to your clinic's Stripe account. Stripe handles all PCI compliance - no payment card data touches our servers.
Payment Status
- • Pending - Payment not yet received
- • Paid - Payment completed successfully
- • Failed - Payment attempt failed
- • Refunded - Payment was refunded
Tax Configuration
Configure sales tax at the organization level:
- Enable or disable tax collection
- Set your tax rate percentage
- Add tax registration number for receipts
- Mark individual products as taxable or non-taxable
Tax is calculated only on products marked as taxable, based on your organization's rate.
Dashboard Statistics
Products Dashboard
Active Products
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Low Stock
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Visible in Portal
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Inactive
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Orders Dashboard
Pending Approval
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Ready for Pickup
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Revenue (30 days)
$—