Quantities and shelves
Every item has a quantity and a storage place. Sell or use part of it and the count goes down; the rest stays tracked.
Shops, pharmacies & stock rooms
Expiration date tracking for small shop inventory
Stock that expires on the shelf is money lost — and in a pharmacy, a real risk. Xpiry gives small shops, pharmacies and stock rooms simple expiration date tracking for inventory on an Android phone: quantities, shelves and dates in one list, with reminders before stock goes out of date.
How do stores keep track of expiration dates?
There is no single method. Most shops use a mix of these:
- Shelf checks and rotation. Staff walk the shelves on a schedule, pull anything close to its date and move older stock to the front. Cheap and simple, but it depends on someone remembering to do it.
- FIFO and FEFO. First in, first out sells the oldest delivery first. First expired, first out (FEFO) goes one step further and sells whatever expires soonest, even if it arrived later — the better rule when deliveries have mixed dates.
- Paper registers and spreadsheets. A notebook or an Excel file listing products, quantities and dates. It works until the list gets long, and nobody is warned when a date gets close.
- Stock and POS systems. Larger retailers and pharmacy chains track batches and dates inside their stock management software. Powerful, but usually more than a small shop needs or can pay for.
- Expiry tracking apps. A phone app that holds the list and sends reminders — the middle ground between a spreadsheet and a full stock system.
Xpiry is in that last group. It is not a replacement for a POS or a regulated pharmacy system, but it is a good replacement for the paper register — and it makes FEFO easy, because the list is always sorted by what expires first.
How it works
Stock expiry management in four steps
Bring your stock in
Import your existing list from CSV or Excel (.xlsx), or add items one by one — scan the barcode, set the quantity, type or pick the printed date.
Map it to your shelves
Create storage places that match the shop — Shelf 3, Fridge, Stock room, Warehouse — and categories that match your ranges.
Get warned early
Reminders from a day to three months ahead, or your own period, give you time to discount, return or move stock before it becomes a loss.
Report and review
Generate a PDF inventory report, export to CSV or Excel, and check insights by category, by shelf and by what expired.
Features
What replaces the paper register
Filter by what expires when
Show only what has expired, what expires today, in 3 days, in a week, or in a custom range — then filter by category or shelf.
CSV, Excel and PDF
Import and export products as CSV or Excel (.xlsx). The PDF inventory report follows the sorting you are using, ready to print or send.
Expiry date tracking for pharmacy stock
The medicine module adds dosage or strength and form (tablet, syrup, drops, cream…) to each product, on top of date, quantity and shelf.
See where the loss is
Insights show inventory by category and by shelf, how much expired, and the best and worst months.
Backed up to your Drive
Optional backup to your own Google Drive, so a lost or broken phone does not mean a lost stock list.
FAQ
Questions from shops and pharmacies
Can several staff use the same list at once?
Not as a shared live list. Xpiry keeps its data on one phone and there is no real-time sync between devices. You can export to CSV or Excel, or back up to Google Drive and restore on another phone, but changes made on two phones are not merged.
How do I track the same product with different dates?
Add each delivery as its own entry with its own date and quantity. The Copy button on a product saves retyping — duplicate it and change the date.
Can I import my existing spreadsheet?
Yes. Xpiry imports products from CSV and Excel (.xlsx) files, and exports to the same formats so your data is never locked in.
Does scanning a barcode fill in the expiry date?
No. Scanning identifies the product; you type or pick the printed date once. Most retail barcodes do not contain a date at all — our barcode guide explains why.
Is Xpiry a regulated pharmacy system?
No. It does not verify medicine packs or connect to any national medicines verification system. It is a stock and reminder tool that sits alongside whatever your pharmacy is required to use.
Keep reading
Related pages
Barcodes and expiry dates
UPC, EAN, GS1 DataMatrix and what (17) means.
Read the guide →The medicine module
Dosage, form and early reminders for medicines and supplements.
Medicine expiry tracker →Food and groceries
Fridge, freezer and pantry tracking with opened-on timers.
Food expiration tracker →All features
Modules, backup, import and export — everything the app does.
Expiry date tracker overview →Spot expiring stock before it becomes a loss
Xpiry is free on Google Play. Import your stock list or scan the first shelf today.