Frequently Asked Questions

Most pharmacies are fully live within 1–2 hours. Account creation takes minutes, product import (via CSV or Tally XML) takes 30–60 minutes depending on catalogue size, and basic configuration (GST, invoice settings) takes another 15 minutes. Our onboarding wizard walks you through every step.

Yes — PharmNex supports imports from Excel/CSV, Tally XML exports, and MedPlus exports. The import wizard validates every row and highlights errors before committing. Our pre-formatted CSV templates are available from Settings → Data Import → Download Template.

PharmNex includes an in-app interactive tutorial for new users, covering billing, inventory, and daily tasks. For cashier-level staff, most users are comfortable with billing in under 30 minutes. We also offer free live onboarding sessions for Enterprise customers. All guides and video tutorials on this page are free.

PharmNex is a cloud-first platform and requires an internet connection for full functionality. Billing works in limited offline mode (invoices are queued and synced when connectivity resumes). We recommend a stable broadband connection for multi-branch setups.

Yes — the Free plan is available indefinitely with up to 20 invoices per month and 1 user. For larger operations, the Professional plan includes a 14-day free trial with no credit card required. Enterprise trials are arranged on request via our sales team.

Yes. PharmNex handles all GST scenarios relevant to pharmacies: 0%, 5%, 12%, 18%, and 28% slabs; B2B (with buyer GSTIN) and B2C invoices; composite vs regular dealer formats; CGST/SGST for intra-state and IGST for inter-state; credit notes; and HSN-summary reporting. GSTIN validation happens in real-time at billing.

PharmNex generates GSTR-1 and GSTR-3B ready exports in both JSON (for direct portal upload) and Excel (for review). Direct e-filing integration is on the roadmap for H2 2025. For now, you export the JSON file and upload it to the GST portal — the process takes under 5 minutes.

Go to Billing → Credit Notes → New Credit Note. Select the original invoice, choose the returned items and quantities, and save. PharmNex links the credit note to the original invoice automatically, updates your GST liabilities, and returns the stock to inventory with the original batch and expiry dates.

Yes — PharmNex supports split payment at billing. You can divide any invoice across Cash, UPI, Card, Credit, and Insurance. The payment breakdown is shown on the receipt and in your daily cash reports.

Yes. Go to Settings → Invoice Settings → Invoice Prefix. You can set a prefix (e.g. "PNX-2526-") and starting number. For multi-branch setups, each branch gets its own prefix to keep invoices distinguishable during audits.

Yes — batch and expiry tracking is a core feature in PharmNex. You can make it mandatory for all products or selectively for Schedule H/H1 drugs. PharmNex applies FEFO (First Expired, First Out) dispensing automatically and alerts you when stock is approaching expiry.

Configure your alert window (default: 90 days) under Settings → Inventory → Expiry Alerts. PharmNex checks all batches nightly and populates the Expiry Alert dashboard with any items falling within your window. You can also subscribe to an automated email report.

Yes. Set a Minimum Stock Level and Preferred Stock Level on each product. When stock hits the minimum, PharmNex can either raise an alert or automatically generate a draft purchase order for your preferred supplier. You review and send the PO — or set auto-send for trusted suppliers.

Yes — PharmNex works with any USB or Bluetooth barcode scanner. At billing, just scan the product barcode and it is added to the invoice. At stock receiving, scan to fill batch and product details automatically. Most standard pharmacy barcode formats (EAN-13, Code 128) are supported.

Go to Inventory → Stock Audit → New Audit. PharmNex generates a count sheet of all products. Enter your physical counts and the system highlights variances. Approve the audit to auto-post adjustment entries with a full audit trail (user, timestamp, reason).

Free: up to 20 invoices/month, 1 user, basic billing and inventory. Professional: unlimited invoices, 4 + 4 users, full GST reporting, expiry alerts, API access, and priority support. Enterprise: everything in Professional plus 4 + 10 users, multi-branch management, custom integrations, SLA-backed support, and a dedicated account manager.

Yes. You can upgrade from Free to Professional or Enterprise at any time from Settings → Billing. Upgrades take effect immediately. Downgrades take effect at the end of your current billing cycle. There are no penalties or lock-in periods.

Yes — annual billing saves you approximately 10% compared to month-to-month pricing. The exact amount is shown at checkout. Annual plans are billed upfront and are non-refundable after 30 days.

Multi-branch management is available on the Enterprise plan. Pricing is per branch per month, with a volume discount for 5+ branches. Contact our sales team for a custom quote — most chains of 3 or more branches find the Enterprise plan significantly cheaper than running separate software at each location.

Your data remains accessible in read-only mode for 60 days after cancellation. During this window, you can export all your data (invoices, products, customers, reports) in CSV and PDF formats. After 60 days, data is permanently deleted per our retention policy.

PharmNex performs automated incremental backups every 6 hours and full daily backups. All backups are encrypted at rest and stored across multiple geographically separated data centres. In the event of a failure, recovery time objective (RTO) is under 4 hours.

Yes — all data is encrypted in transit using TLS 1.3 and encrypted at rest using AES-256. Patient and customer PII is additionally encrypted at the field level. We do not store payment card data — all payment processing is handled by PCI-DSS certified third-party processors.

Absolutely. You retain full ownership of all data you input into PharmNex. We act solely as a data processor under your instructions. Your data is never sold or shared with third parties for marketing purposes. See our Privacy Policy for full details.

Yes — PharmNex has a role-based access control (RBAC) system with preset roles (Owner, Manager, Cashier, Viewer) and the ability to create custom roles on Enterprise plans. Each role can be configured per-module: e.g. a Cashier can create invoices but cannot view purchase costs or run financial reports.

Our API docs are available to all Enterprise customers in the in-app developer portal under Settings → API & Integrations. If you are evaluating the API, reach out to our team and we will share a sandbox environment with full documentation access.