Know where every $800 vial is.Walk into any audit ready.
VialGuardHQ tracks every unit of Botox, Dysport, and filler from delivery to disposal. Without the spreadsheet drift. Without re-platforming your EMR. Without a $10K RFID cabinet you don't need.
No card required. Cancel before day 14 and you pay nothing.
Recent alerts
Last 24 hoursThe hidden tax on your practice
Injectable clinics bleed thousands a month through inventory they never see leave. The number doesn't show up on a P&L line. It shows up in margin that quietly isn't there.
Vials that quietly walk off
Product goes missing between the shipment box and the treatment room. Used? Wasted? Pocketed? You honestly don't know.
Expiry you find out about too late
An $800 vial of Botox sat past its date. Now it's a sharps bin donation and a line item you can't bill for.
The end-of-month spreadsheet ritual
Hours of counting. Numbers that never quite reconcile. A staff member who calls in sick on inventory day.
The inspection-week scramble
A state notice hits the inbox. You have 48 hours to assemble logs you're not sure you actually have.
How VialGuardHQ works
Simple enough that a busy injector will actually use it. Detailed enough to hand an inspector.
Receive & register
When stock arrives, scan or enter it. Lot number, expiry, quantity captured in under a minute. Done.
Log usage at point of care
One tap. Which vial, how much, which provider, which patient session. Faster than the sticky note your team is using now.
Stay protected
VialGuardHQ watches for discrepancies, approaching expiries, and BUD windows in the background. You get alerts before a vial becomes waste.
Five layers between your vials and the loss column
Built for Botox, Dysport, and filler inventory. Each layer takes a specific way your margin disappears and shuts it down.
Audit & compliance
Walk into an inspection without the cold sweat
Audit-ready logs
Every receipt, every use, every adjustment is recorded and locked. Export the report an inspector wants in under a minute.
Plays nice with your EMR
You don't switch charting systems. VialGuardHQ sits next to whatever EMR you run today and handles the vial side.
Waste & expiry
Stop pouring $800 vials into the sharps bin
Expiry, BUD, and PAR alerts
Heads-up before a vial expires. Beyond-Use Date countdown the moment a vial is opened. PAR-level pings when it's time to reorder.
Unit and mL tracking
Each vial: product, lot, units or mL remaining, fridge it lives in, date it expires. Pull up any vial in two taps and know exactly what's left.
Shrinkage & accountability
Know who touched what, and when
Discrepancy detection
When expected remaining doesn't match what was logged, the system flags it the same day. Not at month-end. Not at the audit.
Treatment-linked chain of custody
Every use ties back to a provider, a patient session, and a treatment area. That's the chain inspectors and insurers want to see.
Time & sanity
Get your inventory day back
One-tap logging
Under 30 seconds at point of care. If logging takes longer than that, staff won't do it. So we made sure it doesn't.
Vial label printing
Print labels with product, lot, expiry, and BUD window built in. No more handwriting dates on a piece of tape.
Profit protection
The financial side of injectable inventory, finally in the open
Waste & discrepancy visibility
Every expired vial, every flagged discrepancy, every unaccounted use comes with product, lot, and dollar context attached. You see exactly where the money is going.
Leakage & margin reportsPhase 2
Monthly waste totals. Profitability by treatment and by provider. Founding clinics get this first, and your data is being captured from day one so the history is there when we ship.
Grows with the practice. Doesn't break it.
One room or a regional group. VialGuardHQ scales without forcing your team to relearn how to log a vial.
Multi-location inventory
Vials, lots, and expiries across every site from one dashboard. Run one clinic today, add a second next year, no re-platforming.
Same workflow at every site
Intake, usage, and discrepancy flows are identical across locations. Site #2 doesn't mean retraining a whole team on a new process.
Consolidated audit exports
One inspector-ready report rolled up across all sites. Drill into a single fridge in one room in seconds if they ask.
Service-line profitability
Product cost per treatment, margin per service line. Find out which procedures actually make money once you net out wasted vials.
Cost-leakage reports
A monthly number for the dollars VialGuardHQ recovered. Prevented expiries, caught discrepancies, tightened usage. Your ROI on paper.
Usage patterns by provider
Quiet outliers in unit usage, waste rates, and consistency. The kind of insight you can only get when every dose is linked to a person.
What we ship next is shaped by founding clinics. Join early and you get a seat in that conversation.
From spreadsheet roulette to actually knowing
Before
The cost: money out, stress in.
With VialGuardHQ
The result: inventory protected, head clearer.
“Couldn't I just use…?”
Three real alternatives. One honest read on each. Here's who they fit, and what VialGuardHQ was actually built for.
Spreadsheets & paper
For very small, low-stakes practices.
- Out of sync by week two
- No alerts, no BUD logic, no discrepancy flags
- Audit prep means weeks of detective work
Generic EMR inventory
For clinics where inventory isn't a priority.
- Treats an $800 vial like a box of pens
- No lot, no BUD, no chain of custody
- Exports an inspector won't trust
RFID cabinet systems
For large multi-site groups with an IT budget.
- Heavy install. Heavy training.
- Overbuilt for a single clinic or small group
- Capital-heavy and slow to deploy
VialGuardHQ
For serious single-clinic to mid-size groups.
- Vial-level tracking built specifically for injectables
- Discrepancy detection, BUD, chain of custody, in one place
- EMR-agnostic. 30-minute setup. Zero hardware.
We're not trying to be everything. If you need an RFID-locked cabinet or a full EMR replacement, there are vendors for that. If you want focused, specialized control over your injectables that plugs into the stack you already run, this is us.
We're early. Here's the honest version.
VialGuardHQ is new. That changes what you get, and we'd rather be upfront than oversell it.
We kept hearing the same story from medspa owners. An $800 vial of Botox that expired in a drawer no one opened. A reconciliation that was always off by a number that was hard to explain. A long-tenured staff member who left and took the whole “how we count things” with her.
The big EMRs gesture at solving this. Spreadsheets pretend to. Nothing we could find was actually focused on protecting the vials themselves, so we're building it.
We're in early access. Join as a founding clinic and you get the founders on Slack, input on the roadmap, and pricing locked in for as long as you stay. In return, we ask you to tell us when something breaks or feels clunky. That's the trade.
No fake reviews. No manufactured urgency. A serious tool, built alongside the first clinics that trust us with their vials.
No fake testimonials
You won't find stock photos and invented quotes on this page. When we have real customer results, we'll share them. With names.
Founding clinics shape the product
Early customers get direct access to the founders, monthly roadmap input, and lifetime pricing that won't move as we grow.
Real support, not a ticket queue
You get our Slack and our email. Issues answered in hours, not days. We can only promise that while we're small, so we mean it now.
Pricing, on the table
One $800 Botox vial saved from the bin pays for months of VialGuardHQ. It's built to earn its keep the first time it catches a single error.
Run the math
A single expired $800 Botox vial already pays for four months of VialGuardHQ.
Single-location clinics just getting their inventory under control
- One location
- Up to 5 products
- Vial-level tracking
- Expiry alerts
- Basic discrepancy flags
- Email support
Clinics that want the full picture, not just the basics
- Everything in Starter
- Unlimited products
- Advanced discrepancy detection
- Full audit logs
- Usage-by-provider reports
- Email and chat support
- Custom alert rules
Multi-location practices and growing groups
- Everything in Growth
- Multi-location support
- Advanced analytics
- API access
- Priority support
- Custom integrations
- Dedicated success manager
Every plan starts with a 14-day trial. No card up front.
The founding-clinic guarantee
Run VialGuardHQ for 14 days. If we don't surface at least one real inventory issue worth fixing in your practice (an expiring vial, a discrepancy, a BUD window you'd have missed), you don't pay.
And either way, we'll get on a call and walk you through what the system found. Stay or go. The findings are yours.
Questions worth answering directly
Straight answers. If we miss one, email us.
Plug the quiet leak in your inventory
Become a founding VialGuardHQ clinic. You get the founders on direct line, lifetime founding pricing locked in, and a tool that watches every vial in your practice so you don't have to.
No card required. Up and running in under 30 minutes.