Medical supply distribution

Track every lot and its expiry with AI

AI records every lot and expiry from packing lists and certificates, watches shelf life, drafts the delivery pack, then flags temperature outside 2 to 8°C. Built for the warehouse, live in days.

See AI handle your own work.

AI enters the lot data

Reads the Packing List and the certificate of analysis the supplier sends, and opens the consignment with the item, each lot, its expiry date and the quantity received already filled in.

AI checks the documents agree

Cross-checks the arriving documents against each other and against what is already on file: the purchase order, the item catalog and the tender contract. A lot short on shelf life surfaces before it is booked in.

AI drafts the lot documents

Drafts the quarantine note, the goods issue note and the delivery record on your own templates. Your team reviews before anything is sent.

Every consignment in one view

The system shows which consignments are on their way in, which lots sit in quarantine, and which are close to their expiry date.

Every lot traceable from goods-in to delivery

Every stage captures the lot and expiry, AI reads the paperwork and cross-checks it, and the next step follows on its own.

  1. 01

    Purchase and registration

    The purchase order captures the supplier, item, registration number, class A to D, and quantity; AI reads the supplier's confirmation and checks the registration number is still valid. Confirm the purchase and an inbound consignment opens with the supplier linked.

  2. 02

    Goods-in by lot and expiry

    At goods-in, AI reads the packing list and certificate of analysis, records each lot with its expiry date and received quantity, and checks it against the purchase order. The goods receipt note captures the storage zone and files the CO/CQ against the lot, holding any lot short on its CO/CQ or shelf life in quarantine for review.

  3. 03

    Cold storage and temperature log

    Cold-chain lots carry their storage location, humidity, and the 2 to 8°C band on the record. AI reads the daily temperature log, and a reading outside the band alerts the warehouse and marks the affected lots for review.

  4. 04

    Customer order

    A hospital's purchase order or tender award comes in, and AI reads it, checks each line against the contracted price, and opens the order with the customer, order lines, requested delivery date, and any tender package captured. Confirm the order and the stock is reserved with the customer linked.

  5. 05

    Pick by FEFO

    AI builds the pick list nearest-expiry first, recording the picked quantity and picker, and holds back any lot short of the shelf life the customer's contract requires. Picking a cold-chain item prompts a cold box and prints the goods issue note.

  6. 06

    Delivery and receivables

    On dispatch, AI assembles the delivery pack with the CO/CQ and registration number and drafts the delivery record with its delivery date and route, for a person to approve before it goes out. It requests the invoice the moment delivery is confirmed, and a receivable past its due date is flagged with the customer reminded automatically.

Everyone works off the same lots

Sales, warehouse, quality, and managers each get their own app, all reading and writing the same orders and lots.

Sales desk

Sales sees customer orders and contract prices in one queue; confirm one and the order opens for picking.

Warehouse desk

The warehouse works one lot with its expiry, storage zone, and the goods-in and pick actions in one place.

Expiry board

Warehouse and QA watch stock by expiry window and temperature status, with near-expiry lots surfacing first.

Manager dashboard

Managers see revenue, receivables due, and the value of near-expiry stock, updating as documents land.

The routine minds itself

Status moves on its own, expiry and temperature raise their hand, and the numbers get approved before they go out.

Status moves with the work

As goods-in, picking, and delivery land, the order status updates on its own.

Short-dated lots surface early

Lots nearing their expiry date show up in time to rotate or swap them.

Temperature out of range is flagged

When the log reads outside 2 to 8°C, the warehouse is alerted and the affected lots are marked.

Below-contract prices need sign-off

A quote under the agreed tender price waits on a manager's approval before it's confirmed.

The system works with the AI you already use

Claude, ChatGPT or a coding assistant can read and update the data in it, within each person's own access.

  • Claude
  • ChatGPT
  • Gemini

Switch in days, not months

We start with one thing your team does by hand today. Once that one is running, we take the next.

  1. 01.

    We learn how you work today

    We go through your documents, your rate sheets and how the desk handles them day to day.

    What we need from youOne session, and a sample document set.

  2. 02.

    We build it and walk your team through it

    The system works the way you already do. Your team is doing real work in it inside the first week.

    What we need from youOne person to review it with us.

  3. 03.

    We keep changing and improving it

    When the process changes or new work comes up, you tell us and we do it. The system keeps up with how you work instead of going stale.

    What we need from youA message when something changes.

500 containers a month.The paperwork closes at the gate.

“Documentation used to take around 2 hours/day; now it's usually done in 5 minutes. Most importantly, the team works from one set of numbers instead of conflicting files.”

Phuoc TranPhuoc TranGiám đốc (Director), Conta Vietnam

A copy per desk, reconciled by eye. Lotics keeps one shipment record. A change made anywhere is the change everyone sees.

Read the case study
Frequently asked questions

Typically 1-2 weeks. Week 1: build the data tables, document templates, and import your product list with the lots and expiry dates you already hold. Week 2: train the team and run real orders. Setup is included in the plan.

Time with the team during the audit, the document templates and product data you work with today, and someone to review as we build. We handle the rest.

No. The sales desk, warehouse desk, and expiry board all read and write the same orders and lots — one source of truth, many purpose-built apps onto it. The scattered spreadsheets and Zalo threads you have now are exactly what that removes, not adds to.

Every goods-in records the lot, expiry, and quantity by product. When picking, the system puts the nearest-expiry lot first (FEFO) and holds back any lot with too little shelf life for the customer.

The temperature log is recorded on the record and AI flags any reading outside 2 to 8°C. If you have a cold-room monitor, we connect it to pull the readings automatically.

Attach the registration number, CO/CQ, and certificate of analysis per product and per lot. AI checks the document set before a lot ships and flags anything missing.

Tender price lists and contracts load in as knowledge docs. On each order, AI checks every line against the agreed price; anything below it waits on a manager's approval.

The expiry board sorts stock by expiry window, with near-expiry lots first. Each week the system compiles the value of near-expiry stock and emails managers.

Everyone works on the same order. Sales sees picking status, warehouse sees the delivery schedule, and quality sees the lot documents, with no message chasing.

Yes. Lotics supports spreadsheet import. Our team converts your product list, lots, and expiry dates while we build the system.

Lotics connects to your accounting software and e-invoice provider. Order and delivery data syncs to accounting to issue the invoice, with no re-entry.

Email, accounting software, e-invoice providers, and the health insurance portal. Need another tool you use connected? We build the integration.

Yes. Role-based permissions control who can view, edit, or approve specific records. Each person sees only what is relevant to their role.

Yes. Every change is logged with who made it, what changed, and when. Full history on any record for audits, disputes, or internal review.

Cloud servers in Singapore, encrypted in transit and at rest. Daily automatic backups. You own your data and can export everything at any time.

Yes. iOS and Android. Check status, receive notifications, and approve requests on the go. Real-time sync with web.

See your operations running on Lotics

The demo runs on your own documents, not on our example.

Book a demo

30 minutes, scheduled by phone or Zalo.