Pharmacy & Medical Store CRM with Refill Reminders & GST Billing
Your regulars buy the same BP, sugar and thyroid medicines every 30 days — from whichever store messages them first. Nexvork's pharmacy CRM remembers each customer's purchase history, predicts the refill date, sends a WhatsApp order link in Hindi, Marathi or English, and flags near-expiry stock before it becomes a write-off.
One medical store CRM, four kinds of counter
From a single chemist shop near the station to a ten-store chain with home delivery, the Medical & Pharmacy edition configures itself to the way your counter actually runs.
Standalone medical stores
One counter, two phones and 400 regulars whose medicines you know by heart. Nexvork writes that memory down: every customer gets a profile with purchase history, dosage notes and a refill date, so the reminder goes out even on the day you are not at the counter.
Chemist chains
Three to thirty stores, one owner's phone. Store-wise refill queues, a shared customer base so a Thane customer can collect in Kalyan, store-wise expiry exposure and one consolidated report every morning with role-based access per store manager.
Hospital & clinic pharmacies
Discharged patients and OPD prescriptions become refill customers. Pair this edition with the Clinics & Hospitals edition and the pharmacy reminds a patient about the 30-day course the doctor prescribed, in the language the patient spoke at the desk.
Home-delivery & subscription pharmacies
Monthly medicine boxes for elderly parents and chronic-care patients. Subscriptions with a fixed basket and delivery date, a delivery board per rider, UPI collection and a WhatsApp update at every step — packed, out for delivery, delivered.
Where a pharmacy's margin quietly walks out
Not one big failure. Dozens of small ones every week, and the billing software never shows a single one of them.
- 01Refill customers drift to whoever messages first
A customer who buys Telma every month is loyal until the online pharmacy sends a 15% coupon on day 28. Without a reminder of your own, you find out when the bill simply stops coming.
- 02Expiry losses found at stock-taking, not before
Eighteen strips of an antibiotic expire next month while six customers who take it walk in every week. The register has no way to connect the two.
- 03“Bhaiya, woh BP wali goli” — the name lives in your head
Purchase history sits in a staff member's memory and a stack of bill copies. When he is on leave, the customer sends a blurry photo of an empty strip.
- 04GST bills that do not know who the customer is
The bill has a GSTIN and an invoice number but no customer record behind it, so a year of purchases cannot be turned into a single refill reminder.
- 05Home deliveries tracked on a notebook page
Who was paid, who owes ₹340, which rider has the Shelcal order — by evening the page is full and nobody is sure.
Nexvork at a glance
What the pharmacy CRM configures for you
Pick the Medical & Pharmacy edition and these objects, fields and automations are created before your first login. Rename anything that does not match your counter.
Customer purchase history
Every bill attaches to a customer, not just a GSTIN. Open any profile and see each medicine, quantity, batch, the doctor who prescribed it and the dosage noted at the counter — the “woh BP wali goli” question answered in one tap.
Refill reminders with WhatsApp order links
Three days before a medicine runs out, the customer gets a WhatsApp message from your number with the medicine, quantity, price and a one-tap order button. Paid via UPI or cash on delivery; the order lands in your queue with the customer's history beside it.
Batch & expiry alerts
Record batch and expiry on each purchase and Nexvork lists what expires in 30, 60 and 90 days with quantity and value at risk — then matches each batch to customers who already buy it and are due.
GST billing tied to customers
A GST bill with HSN, batch and expiry on every line — and a customer behind every bill. Use the built-in bill at the counter, or keep your billing software and feed Nexvork the customer-wise sales through imports or the integrations hub.
Supplier & reorder notes
Each medicine keeps its distributor, last purchase rate and reorder level. When refill orders for the week exceed what is on the shelf, the CRM puts the item on a reorder list with the supplier's WhatsApp one tap away.
Monthly-medicine subscriptions
A fixed basket, a delivery date and a UPI link every month. The customer changes quantity or pauses by replying on WhatsApp; the pharmacist approves any change to a Schedule H item.
Home-delivery tracking
Orders move packed → out for delivery → delivered, per rider, with cash-on-delivery dues and UPI receipts in one column. The customer gets a WhatsApp update at each step; you get the evening's unpaid list without asking anyone.
Multi-store
Each store has its own counter, refill queue and delivery board. Customers, subscriptions and history are shared across the chain, and employee roles and permissions keep a Dombivli cashier out of the Thane cash column.
Four AI moments a medical store feels every week
The same prediction engine that scores property leads and flags gym drop-offs now reads purchase history and expiry dates. Scroll through a week.
AI predicts the refill date
From each customer's own history — medicine, tablets per strip, how many strips, the dosage noted on the bill — the engine works out when the medicine runs out and times a WhatsApp reminder a few days before. Two medicines due the same week are bundled into one message with one UPI link.
AI suggests where near-expiry stock can still go
For each batch inside the expiry window the AI finds customers who already buy that medicine and are due, a sister store that uses it faster, or a distributor return that is still open — and builds a plan that clears the batch before the date, never after it.
AI flags the regular who is slipping away
A 30-day cycle that stretches to 41 days, two unanswered reminders, an order link never opened — each regular gets a churn-risk score. High risk gets a scheduled call with history open; medium risk gets a soft question in the customer's language, not a discount.
AI assistant takes the order at 10:42 PM
The WhatsApp assistant answers in Hindi, Marathi or English, quotes price and availability, asks for a prescription photo on Schedule H medicines and hands the order to your pharmacist for approval. Your pharmacist still decides; the AI only removes the phone call.
Refill reminders your customers actually answer
Every message goes from your store's verified number on the official WhatsApp Business API, in the language the customer uses with you. Replies land in one shared inbox at the counter.
- Refill reminder with order linkMedicine, quantity, price and a one-tap order button, three days before the strip runs out. UPI or cash on delivery.
- Subscription confirmationThe monthly box is confirmed, edited or paused by reply. Any change to a Schedule H item waits for the pharmacist.
- Delivery updatesPacked, out for delivery with the rider's name, delivered with the receipt. No “kahan tak pahuncha?” calls.
- Prescription expiry nudgeWhen a course or a prescription validity is ending, the customer is reminded to see the doctor before the next refill.
- Seasonal & camp campaignsMonsoon fever kits, BP check-up camps, Diwali hours — sent to opted-in customers, segmented by what they already buy.
What the owner's phone looks like from 8 AM to 10 PM
The CRM does the remembering. The counter does the pharmacy.
Refill queue is already working
Before the shutter is up, today's refill reminders have gone out and the first orders are in.
- 9 reminders delivered, 3 orders paid via UPI overnight
- Augmentin batch AZ2341 flagged: 38 days to expiry, plan suggested
- Reorder list for the distributor: Telma 40, Thyronorm 50
Counter, deliveries and one call
Walk-ins are billed to a customer record in two taps; rider Sachin's board updates itself.
- Arun Kulkarni called at 11 with history open — dosage changed, cycle updated
- Farida's box edited on WhatsApp, pharmacist approved the change
- Walk-in bought Dolo 650 from batch MT118 — near-expiry stock moved first
Close the day in one screen
Cash and UPI reconciled against the delivery board; tomorrow's queue is already built.
- 11 of 14 refills ordered today, 2 due tomorrow, 1 marked “switched doctor”
- AI assistant took 4 WhatsApp orders after 8 PM, 2 waiting for pharmacist approval
- Morning report scheduled for 8 AM: refill retention, expiry value, subscriptions
Numbers a medical store owner reads in 90 seconds
Billing software tells you what sold. The pharmacy CRM tells you which customers came back, which did not, and how much stock is about to expire — every morning on WhatsApp, per store.
- Refill retentionOf the customers due this month, how many refilled with you — by medicine, by store, by reminder language.
- Near-expiry valueStock expiring in 30 / 60 / 90 days, what the sell-through plan has already cleared and what still needs a decision.
- Subscription revenueActive monthly boxes, paused ones, churned ones and the UPI collection rate.
- Delivery & collectionOrders per rider, cash-on-delivery outstanding and the average time from order to doorstep.
From bill copies to a pharmacy CRM in a day
No consultants, no six-week project. Most single-store pharmacies send their first refill reminders the morning after sign-up.
Pick the Medical & Pharmacy edition
Tell us stores, counters, riders and whether you run subscriptions. Customer profiles, the refill queue, expiry alerts, the delivery board, WhatsApp templates and the morning report are generated for your setup — rename anything that does not fit.
We import your customers and sales
Customer list and the last 6–12 months of bills from Excel or your billing software, cleaned and de-duplicated. The AI reads the history once and builds every customer's refill cycle before the first reminder goes out.
Live in a day
Your number is connected to the WhatsApp Business API, templates are approved in English, Hindi and Marathi, and tomorrow's refill reminders go out at 9 AM. Your counter staff are trained on a video call in the language they prefer.
Six things, one afternoon
- Customer list — Excel, CSV or an export from your billing software
- Recent bills with medicine, quantity and date (batch and expiry if you record them)
- Store list with counters, riders and delivery areas
- Active subscriptions or monthly-box customers, if any
- A WhatsApp number for the store (we guide the Meta verification)
- Your GSTIN, drug licence number and logo for bills and templates
Pharmacy CRM questions owners ask on the first call
Straight answers on billing, WhatsApp, Schedule H, expiry and setup.
No. Nexvork is the customer layer for a medical store: purchase history per customer, refill reminders, WhatsApp ordering, subscriptions, home-delivery tracking and GST bills tied to a customer record. You can keep the billing and inventory software you already use and feed Nexvork your customer-wise sales through Excel imports or the integrations hub. If you do not have one, the built-in GST bill is enough for a counter.
Yes. Nexvork connects your store's number to the official WhatsApp Business API through Meta, with a verified business name and approved message templates. Refill reminders, order links, delivery updates and campaigns go from that number, and every reply lands in one shared inbox your counter staff can see. Customers opt in once at the counter or on their first order.
Yes. Each reminder carries an order link with the medicine, quantity and price already filled in, and a UPI payment link. For Schedule H medicines the assistant asks for a prescription photo and sends the order to your pharmacist for approval before anything is packed. Nexvork never dispenses on its own; it only moves the paperwork and the payment off the phone call.
From the customer's own purchase history: which medicine, how many tablets, how often they came back, and the dosage noted on the bill. A 30-tablet strip bought every 30 days gives a clear cycle; irregular buyers get a wider window and a softer reminder. Each prediction carries a confidence score, and the reminder is timed a few days before the medicine runs out, in the language the customer uses with you.
Every purchase can record the batch number and expiry date. Nexvork lists stock expiring in the next 30, 60 and 90 days with the quantity and value at risk. For each near-expiry batch, the AI finds customers who already buy that medicine and are due for a refill, and suggests offering it to them first, so a strip that would have been written off is sold to someone who needed it anyway. Nothing is offered past its expiry date.
Yes. Each store gets its own counter, refill queue and delivery board, while customers, subscriptions and purchase history are shared, so a customer who usually buys in Dombivli can pick up in Kalyan and the refill cycle stays intact. The owner sees store-wise refill retention, near-expiry value and subscription revenue in one morning report, with role-based access per employee.
Most single-store pharmacies are live within a day: we import your customer list and recent sales from Excel or your billing software, connect WhatsApp and set up templates in English, Hindi and Marathi. Chains take two to three days. Customer data is stored on cloud infrastructure in India, encrypted in transit, isolated per workspace, with role-based access, audit logs and daily backups.
Run a pharmacy with a question we have not covered? Ask us directly