The template
Two pages, letter size, print as many as you need. No email, no signup.
Download the Botox inventory log (PDF)
Page one is the lots received log: one line per lot that comes through the door. Page two is the reconstituted vial log: one sheet per opened vial, taped to the fridge, counting units down to zero.
That split is the whole point. Most med spa Botox logs try to do both jobs on one sheet and end up doing neither. Receiving is a supply-chain record (which lot, from whom, expiring when). Usage is a clinical record (which patient, which provider, how many units, how many left). They have different readers and different failure modes, so they get different pages.
Page one: lots received
| Column | Why it is there |
|---|---|
| Date received | Starts the clock on shelf life and settles disputes with the supplier about what arrived when. |
| Lot number | The single most important field. A manufacturer recall names a lot; this column is how you answer it in seconds instead of a week. |
| Expiration | The unopened expiration from the box. Sort the fridge by this date and the oldest lot is always in front. |
| Vials and units per vial | Botox ships as 50, 100, or 200 units. The vial size is what tells you, later, when an opened vial is empty. |
| Supplier and cost per vial | Cost per unit is cost per vial divided by units per vial. Without it, treatment pricing is a guess. |
| Received by | Accountability. Someone signed for the product and checked it into the fridge. |
| Fridge check | Temperature and initials at receiving. If the fridge was out of range that day, this is the line that tells you which lots were exposed. |
One rule makes this page work: nothing goes into the fridge until its lot and expiration are on the sheet. The moment a box goes in unlogged, the log is a suggestion.
Page two: the reconstituted vial
The header captures the vial's identity once: product, lot, vial size in units, the date and time it was mixed, who mixed it, and the discard date your medical director's policy sets. Then one line per draw.
| Column | Why it is there |
|---|---|
| Date and time | Proves every draw happened inside the vial's window. |
| Patient initials | The recall link. Which patients received this lot is a lookup, not a reconstruction. |
| Provider | Per-injector usage. If one provider consistently draws more per treatment than others, this column is how you notice. |
| Units used | The dose. The label says how many units a vial holds; this is how many have left it. |
| Units remaining | Vial size minus everything drawn so far. When this hits zero, the vial is empty regardless of the calendar. |
| Notes | Area treated, a syringe dropped, anything that explains a number. |
Two rules make this page work. The vial is empty when units remaining reaches zero, and it comes off the fridge that day. Units left on the discard date are waste: write the number and who discarded it, so the write-off is a real figure at month end instead of a feeling.
A vial has two clocks, and paper logs usually watch only one. Time (mixed Tuesday, discard by policy) and units (100 drawn from a 100 unit vial). This template makes you watch both.
What a good log tells you at month end
If both pages are kept honestly for a month, you can answer, from paper alone:
- How many vials you received, from which lots, and how many are still unopened.
- Your true cost per unit and therefore your true margin per treatment.
- How many units were used per provider.
- How many units were discarded as waste, and from which vials.
- For any lot number, exactly which patients received it.
Practices that can answer those five questions run tight. Most cannot, not because the questions are hard but because paper is kept for a week and abandoned.
Where paper breaks
Every column above fails in the same way: it depends on a person writing at the moment something happens, in a room where the thing happening is more important than the writing. Receiving gets logged after the fact from memory. Draws get logged at the end of the day, or the end of the week, or never. Units remaining drifts from reality because someone did the subtraction in their head. And the vial that was mixed Friday and found Monday with no sheet on it is a write-off by default, because nobody can prove it is inside the window.
The template will get a practice further than a notebook. It will not get it past the point where the writing has to happen.
What it looks like when the log keeps itself
The columns do not change. Who fills them does.
In MedRestock, receiving is a scan: the box's barcode resolves the product, the lot and expiration are entered once, the fridge line is done. Mixing a vial is one tap on that product: pick the lot from the ones on the shelf, add initials, start the clock. The vial now knows its size. Every dose after that is a deduction logged with patient and provider initials from a phone at the treatment room, and each one counts against the oldest open vial. When the units drawn reach the vial's size, the vial closes itself and the record shows who drew the last unit. If a vial reaches its discard date with product left, the remaining units are recorded as waste and priced. Page one, page two, and the month-end answers all exist without anyone writing at the moment something happens.
Print the template today. It costs nothing and it beats the notebook. When the writing becomes the problem, MedRestock is the same log with the pen removed, and the first 14 days are free.
For the full picture of running injectable inventory, start with the Botox inventory management guide. For the science and policy behind the vial clock, read how long reconstituted Botox lasts.