Pharmaceutical distribution

Manage pharmaceutical distribution with AI

AI reads the order, picks lots by FEFO, drafts the goods issue slip, checks expiry and temperature, then surfaces which pharmacies received a recalled lot. Built for your dispatch desk, live in days.

See AI handle your own work.

AI enters the order data

Reads the purchase order the pharmacy sends and the certificate of analysis that arrives with each lot, and opens the order with the customer, the drug lines, the quantities and the lot expiry already filled in.

AI checks every lot before release

Cross-checks the arriving documents against each other and against what is already on file: the registration number in your drug catalog, the lot, the remaining shelf life, the storage temperature. Anything that disagrees surfaces before the goods are issued.

AI drafts the dispatch documents

Drafts the FEFO pick slip, the goods issue slip and the delivery record on your own templates. Your team reviews before anything is issued.

Every order in one view

The system shows where each order stands, which lots are waiting on the pharmacist, and which orders are near their delivery date.

Every order from intake to delivery

At each stage the system captures the order, AI does the documents and the batch checks, and the next move happens on its own.

  1. 01

    Order intake

    AI reads the purchase order from an email or a file and opens an order carrying the customer, each drug line, quantities, storage conditions, and the delivery date. The customer is linked on its own and the credit limit is checked before the order moves on.

  2. 02

    FEFO picking

    For each line, AI picks the nearest-expiry lot by FEFO and drafts the pick slip with the lot number, expiry date, and warehouse location on it. Confirm the slip and stock is deducted by the exact lot on hand.

  3. 03

    Pharmacist QC

    The pharmacist sees the registration number, lot, expiry, and storage condition on the order, and AI cross-checks each of them against the batch certificate of analysis. Any lot with the wrong registration number or under the minimum shelf life is flagged before release.

  4. 04

    Goods issue & invoice

    From the released order, AI drafts the goods issue slip with its lot lines, tax, and order value, and prepares the invoice data alongside it. Once the slip is approved, the data posts to your accounting software to issue the invoice.

  5. 05

    Cold-chain pack & deliver

    Once the goods are packed, AI reads the temperature log and the delivery photo and files the delivery record with the packing and vehicle temperatures and the receiver's signature. Any reading outside the 2–8°C range is flagged for the pharmacist to handle before it ships.

  6. 06

    Reconciliation & lot traceability

    Delivered orders are reconciled against each customer's balance, and AI builds the reconciliation statement while keeping a history of which lots reached which pharmacy. The moment a recall notice comes in, the list of pharmacies that received the lot appears at once.

Every desk runs its own app

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

Order desk

Sales sees incoming orders in a queue; taking one opens it with the credit check already done.

Picking desk

The warehouse works one order with its FEFO pick slip by lot and a confirm-picked button in a single view.

Pharmacist desk

The pharmacist sees orders awaiting release by status, with near-expiry lots and temperature breaches in red.

Manager dashboard

Managers see orders by stage, near-expiry stock by value, and overdue receivables.

The checks run on their own

Status advances by itself, expiry and temperature raise a flag, and nothing ships without a pharmacist's sign-off.

Status moves as the order does

As picking, release, and goods issue complete, the order status advances on its own.

Near-expiry stock surfaces early

Lots under the minimum days before expiry surface so you move them before they can no longer be sold.

Temperature breaches are caught early

When a log shows a reading outside 2–8°C, the pharmacist is notified at once.

Unreleased lots need sign-off

An order with a breached lot or a missing certificate of analysis waits on the responsible pharmacist's approval.

Recalls reach the right pharmacies

When a lot recall comes in, the pharmacies that received it are listed so notices go out at once.

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 2-3 weeks. Week one builds the data tables, drug catalog, and slip templates, then imports your existing data. After that we train staff and run real orders. Setup is included in the plan.

Time with the team during the audit, the drug catalog and slip templates you use today, and a pharmacist to review as we build. We handle the rest.

Your team uses it daily; we stay on behind them, adjusting the process, adding templates, and opening new features when needed. You don't need your own technical staff.

We adjust as you need: add drug lines, change storage conditions, revise an approval step. It's part of the ongoing engagement, not a separate project fee.

By the people who use it each month, not a build fee. The price covers the platform, with AI credits included every month, and our building it for you; both step by band — 1–10, 11–30 and 31–70 people. The platform alone starts at $60 a month, and with us building and operating it, $120. There is no setup fee at any size. It starts with a free discovery call.

No. The order desk, picking desk, pharmacist desk, and manager dashboard all read and write the same orders and lots — one source of truth, many purpose-built apps onto it. The scattered files and Zalo threads you have now are exactly what that removes, not adds to.

Each lot carries its own expiry date. The system warns 30/60/90 days ahead and picks the nearest-expiry lot by FEFO when you dispatch.

GDP requires import/export records by lot, registration numbers, certificates of analysis, temperature logs, and delivery history. The system keeps all of it per lot, ready when an inspector asks.

Instantly. It shows which pharmacies received the lot, quantities, and delivery dates. The list appears in minutes so recall notices go out.

AI reads the temperature logs from your storage and vehicles and flags any reading outside 2–8°C. If you use temperature sensors, we connect them so the data flows in on its own.

Yes. Each tender is an order with its own catalog, quantities, and delivery schedule. Track deliveries by batch and reconcile against the tender contract.

Issuing the invoice stays with your accounting software. We connect it so order and cost data flows across without re-entry.

Yes. Each warehouse has its own temperature and inventory settings. Inter-warehouse transfers are recorded by lot, with separate or consolidated reporting.

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.