Expiration date tracking software: 7 things to look for before you buy

1. Lot-level dates, not one date per product

A product often has several lots on the shelf with different dates. Software that stores a single date per SKU hides the unit that expires first. Look for a lot or batch field and a quantity for each one.

2. Alerts in tiers

One expiring-soon flag is either too early to act on or too late to matter. You want several thresholds, such as 90, 60 and 30 days, each tied to a different action: plan, discount, clear. Our guide on expiration date tracking for small business walks through the system.

3. A list sorted by urgency

The most urgent item should be the first row on screen, with a color code anyone can read without training.

4. Easy import and export

If you cannot load your catalog from a CSV in minutes, you will not finish setup. If you cannot export your data, you are locked in.

5. Locations

With a stockroom, a sales floor or more than one store, the tool should tell you where each lot is, so the right person pulls it.

6. Dated reports

An insurer, auditor or inspector wants to see what you monitored and when. Look for a report with a date stamp that you can save.

7. Recall checking on the same catalog

The data you collect for expiration (SKU, brand, lot, quantity, location) is the same data needed to check inventory against product recalls. A tool that does both saves you a second catalog and a second routine.

Red flags

• A multi-week implementation project for a small team.
• Pricing that grows per user or per location before you have seen results.
• No free trial or free check.
• Setup that requires a sales call.

A 30-minute test

Before you commit, load 50 real products. If you cannot see a list sorted by what expires first within 30 minutes, the tool is too heavy for a small team.

Where Recalert fits

Recalert is not a point-of-sale or inventory system and it does not scan barcodes. It is the watch layer. Upload a CSV with expiration dates, lots, quantities and locations and it shows red, amber and yellow lists sorted by days remaining, with 90, 60 and 30-day thresholds you can change. It also checks the same catalog against CPSC, FDA, NHTSA and FSIS recalls every night. Plans start at $29 a month.