Running a First Aid Kit Inspection Business: Stock, Clients and Billing

A first aid kit inspection business lives on three things: a record per client that stands up when they are audited, stock in the van that matches what clients need, and invoices that match what went into each kit. Paper and spreadsheets make all three slow. Here is how to set it up so each visit produces the record and the bill.

Keep every client separate

Each client should have its own register, with its own sites, kits and history, so nothing from one client shows up in another's report. In FirstAidLog each client is its own organisation. Pick the client and site at the top of the app and every list, count and printout follows it.

• Join as a member: the client invites you with the Inspector role.
• Or connect without a seat: on a client's Business or Inspector plan, they connect you as an outside inspector and you inspect their kits without joining their team.

Carry stock that matches the work

Before a visit, add up everything short or expired across the client's site, so you pack once. In FirstAidLog that is the What to Bring list for the site, which you can print, copy or email.

Your own stock is tracked in My Stock: the bag you carry, across every client. Set how many of each item you like to carry, and the To Top Up list shows what to reorder. When you resupply a kit, the items come out of your bag against that kit and inspection, and What to Bring shows what you already have, so you only pack the difference.

Bill every client from one statement

1. Price list. Set a price for each item once; it covers every client. Import it as a CSV if you already have one.
2. Restock as you go. Record what you put in during the inspection, or record it when the stock arrives.
3. Receipts. Every restock lands on that day's resupply receipt, per kit, priced from your list.
4. Statement. Print one Statement for all your clients: a cover page with a line per client, then each client's receipt on its own page.
5. Invoice. Download the receipt or CSV, or send it to Xero as a draft invoice. Nothing goes to the client until you approve it in Xero.

Quotes work the same way: from a receipt or a What to Bring list, one tap makes a priced quote with your business name, ready to print, email or send to Xero.

Certificates with your name on them

Every inspection should end with a certificate the client can show an auditor: the kit and site, what passed, when it was checked, who checked it with their licence, a signature and the next due date. On the Inspector plan your logo, colour and business name head every certificate, and a QR code lets anyone confirm it is genuine on our verify page.

Get found

Businesses look for inspectors in our Inspector Directory and can send you an enquiry from there. Listing is free: switch it on from your profile and add the states you cover, your certifications and a short bio.

What the Inspector plan costs

$149 a month, or $1,490 a year, including GST: one user, unlimited client sites and 100 kits, with extra kits billed monthly. Incident reporting isn't part of the Inspector plan, because each client keeps its own incident register.