DawaFlow runs in your web browser on a computer, tablet or phone. There is nothing to install. Open app.dawaflowtz.online and sign in.
Open the invitation link your pharmacy's admin sent you and choose a password of at least 10 characters.
Next time, go to app.dawaflowtz.online/login and sign in with your email and password, or with Google, Apple or an emailed one-time link if your pharmacy has switched them on.
Use the EN | SW switch at the top of any screen to change between English and Kiswahili. Your choice is remembered on that device.
The menu on the left groups the work: Sell, Stock, Purchases, Customers, Insurance, Cashbook, Reports and Settings.
Sign out from your name at the top right when you leave a shared computer.
Owner / Admin
Everything, including users, settings, reports, the cashbook and voids.
Pharmacist
Dispensing, selling, stock, purchasing, members, invoices and returns.
Cashier
Selling at the till, collecting bills and customer payments.
Storekeeper
Items, stock, transfers, adjustments and purchasing.
Tip: Forgot your password? Choose "Forgot password?" on the sign-in page, or ask your admin for a new link from Settings → Users & roles.
2. Setting up your pharmacy
An owner or admin does this once. Each step takes a few minutes.
Settings → Company: registered name, TIN, VRN (if VAT-registered), phone, address and the receipt footer.
Settings → Branches & tills: add each branch with a short code (e.g. DAR, ARU) and at least one till per branch.
Settings → Users & roles: invite each staff member with their own email and the right role. Never share accounts.
Settings → Payment methods: switch on the methods you accept and enter your M-Pesa, Airtel Money, Mixx or HaloPesa Lipa numbers. They print on receipts.
Insurance → Schemes & copay: add NHIF and the private insurers you accept, their price list and the patient's copay %.
Settings → Data import: download the Excel template, fill in your items (and opening stock with batch and expiry), upload, check, then import.
Tip: Import a few items first to check the result, then import the rest.
3. Selling at the counter (POS)
Sell → Cash sale (POS). Every sale goes through an open till so the cash can be counted at the end of the shift.
Open your till: choose the till and enter the cash float already in the drawer.
Scan a barcode or type a name, code or molecule (e.g. amoxicillin). Press Enter to add the exact match.
Adjust packs or loose units. Stock always comes from the batch that expires first.
Choose the member (registered patient) if they have one. Their allergies and conditions appear in orange; DawaFlow also flags items whose name matches an allergy.
For prescription-only or controlled items, enter the prescription reference and patient name.
For insurance, choose the scheme and enter the card number and member name; the patient pays only the copay.
Choose how they pay. Mobile money needs the transaction code (e.g. QJK7XY12AB). Cash shows the change to give.
Complete the sale and print the receipt.
At the end of the shift choose Close till, count cash and each mobile wallet, and explain any difference.
On account
Charge to a customer account with a credit limit. Payment is collected later.
Void
Owners and admins can void a sale while its till is still open; stock goes back to the same batch.
Refill in (days)
With a member chosen, set the days until they need the medicine again to get a refill reminder.
Tip: Use a barcode scanner: it types the code and presses Enter for you, so items go straight into the cart.
4. Pay at the cashier (bills)
For pharmacies where the dispenser and the cashier are different people.
The dispenser opens Cashbook → Cashier collections → Raise a bill, adds the items (and the prescription details) and chooses Send to cashier.
The patient goes to the till. The cashier sees the bill in the Waiting to pay list, with how long the patient has waited.
The cashier chooses Collect: the till opens with the bill loaded. Take payment as normal. Stock leaves only when the bill is paid.
The collection log shows each bill's raised and paid time and the totals by payment method.
5. Quotations, invoices and returns
Documents for wholesale customers, clinics and companies, and for goods coming back.
Quotation
Sell → Quotations → New quotation. Retail or wholesale prices, valid for a number of days. Print or save as PDF. When accepted, choose Sell at the counter or Raise an invoice.
Sales invoice
Sell → Sales invoices → New invoice. Goods on credit to a customer account; stock leaves now, payment is due on the account's terms. Prints as an A4 tax invoice.
Credit note
Sell → Credit notes. Enter the receipt or invoice number, the units coming back and the reason. Put good stock back on the shelf or write it off, and refund by cash, mobile money, to the customer's account or from a cashbook account.
Open documents
One list of everything waiting: open quotes, unpaid invoices, pending claims, open orders and transfers.
6. Stock
DawaFlow tracks every batch and its expiry date at every branch.
Items
Medicines, supplies and services, with pack size, prices, VAT and flags (Rx, controlled, refill).
Stock position
What you hold now, by item and branch, with the nearest expiry.
Stock movement
Every movement in and out, newest first, with who did it and why.
Branch transfers
Send stock to another branch; it is in transit until the receiving branch confirms. Batch and expiry move with it.
Adjustments & stock take
Opening stock, count corrections, damages and expired write-offs, each with a reason.
Expiry tracker
Batches that have expired or will soon. Sell them first or write them off.
Tip: Check the Expiry tracker every week and move short-dated stock to the branch that sells it fastest.
7. Purchases and suppliers
Purchases → Purchase orders → New order: choose the supplier and branch, add items, then Place order.
When the delivery arrives, open the order and choose Receive goods. Enter what actually arrived, bonus packs, batch numbers and expiry dates, then Post to stock.
Posting creates the supplier invoice, due on the supplier's payment terms.
Pay suppliers from Purchases → Suppliers → the supplier's account. Payments settle the oldest invoices first.
Send damaged, wrong or short-dated stock back with Returns to supplier; the supplier's account is credited at cost.
Supplier ageing shows what you owe each supplier and how overdue it is.
8. Customers and members
Customer accounts
Clinics, companies and regular customers who buy on credit. Set a credit limit (0 = cash only) and payment terms.
Payments received
Record money received against an account; it settles the oldest sales first. Choose the cashbook account it went into.
Customer ageing
Who owes what, and for how long.
Statements
Print or save an A4 statement for any customer.
Members
Registered patients: phone, age, allergies, chronic conditions, usual insurance and purchase history.
Refills
Sell → Refills lists repeat prescriptions coming due. Call or WhatsApp the patient, then choose Sell now.
9. Insurance claims
Every insurance sale creates a pending claim for the insurer's share.
Insurance → NHIF claims (or Private insurer claims): tick the claims, enter the submission or batch reference and submit. Export to Excel for the insurer's portal.
When the insurer pays, record the amount paid. Record a short payment or rejection with the reason.
10. Cashbook
For owners and admins: where the money is, and where it went.
Payments & expenses
Your cash safe, bank and mobile-money accounts. Record expenses by category and transfers between accounts.
Till reconciliation
Every shift: expected, counted, the difference, and banking the cash (float kept back).
Mobile money & card
Tick each payment once you have seen it on the M-Pesa, Airtel, Mixx, HaloPesa or card statement.
Bank reconciliation
Enter the statement's closing balance and tick the lines until the difference is zero.
11. Reports
Owners and admins only, because reports show cost and profit. Every report can be filtered by branch and dates and exported to Excel.
Branch analysis
Opening stock, purchases, transfers, adjustments, cost of sales, closing stock, sales and gross profit per branch.
Cashier analysis
Takings, discounts, voids and till variances per cashier.
Daily reconciliation
Expected against counted for every till shift.
Sales, stock and purchase reports
Sales by day, item, payment method and scheme; stock valuation, slow movers and the reorder list; purchases by supplier and item.
12. Security and good practice
Each person has their own account. Give the lowest role that lets them do their work.
Use a password of at least 10 characters that you don't use anywhere else. Never write it on the till.
Sign out on shared computers. Sessions end automatically after 7 days.
Deactivate staff who leave on their last day (Settings → Users & roles).
Close every till at the end of the shift and explain differences the same day.
DawaFlow uses an encrypted connection (https), stores passwords only in scrambled form and takes a backup before every update.
13. Common questions
"Open your till before selling"
Open a till on the Cash sale screen first. If it was left open on another computer, close it there or ask an admin.
"Only X units in stock"
Stock at this branch (unexpired batches only) is lower than the quantity. Check Stock position or receive the delivery first.
"Enter the M-Pesa transaction code"
Mobile money payments need the code from the customer's confirmation SMS.
The receipt didn't print
Open Sales history and choose Receipt to print it again.
The sale was a mistake
While the till is open, an owner or admin can void it. After closing, record a credit note.
Receipts say "TRA VFD receipt pending"
The TRA VFD connection is not set up yet. Sales are kept so receipts can be issued once it is.
Support
We're here to help with setup, staff training and any questions.