Aura Business records each sample or demo unit against the account holding it, the rep who took it, the date it left and the date it is due back, so trials are chased, returns happen and conversion can be counted.
Medical devices are rarely bought unseen. A unit goes to the hospital for a trial, a consultant uses it for a fortnight, and somewhere in that period it is either bought, returned, or quietly forgotten. Each forgotten unit is stock you own, cannot sell and cannot demonstrate to the next prospect.
Sample tracking in Aura Business ties that unit to a record. The item is issued against a customer account with its serial number, the rep who took it, the date it left and the date it is expected back. While it is out, it shows as committed rather than free stock, and the enquiry it supports carries the trial in its history.
When the trial ends, the outcome is recorded: converted to an order, returned to the warehouse, or extended. That single field turns demonstration from an expense nobody measures into a step with a known conversion rate.
Nobody steals a demo unit. It simply stops being anyone's responsibility.
A unit leaves the godown on a verbal request from a rep, with nothing written beyond a line in a register.
A two-week trial becomes a five-month loan because no date was set for anyone to chase.
The stock figure shows units available, and a sale is promised against equipment sitting in a hospital.
Boxes left with a lab are never booked out, so consumption and stock never agree.
A resignation leaves units in hospitals that nobody in the office can name.
Demonstration is assumed to work because nobody counts how many trials became orders.
The rep raises a sample or demo request against the lead or account it is for.
The specific unit is issued by serial number, with the holder, the site and the due-back date recorded.
The unit moves out of sellable stock in the ledger and shows as out on trial.
The trial appears on the account, on the rep's list and on the ageing view of units out beyond their date.
Reminders go to the rep and the customer as the due date approaches, on WhatsApp where that is set up.
Converted into a quotation and order, or returned, inspected and taken back into stock.
Outcomes roll up so the conversion of trials to orders is visible by product and by rep.
Workflow: The catalogue shows the unit out on trial at a hospital until the fifteenth, so the second prospect is offered a date rather than a disappointment.
Result: No sale is made against equipment that is not in the building.
Workflow: The ageing view lists units out past their due-back date with the rep and the site, and reminders go out before it becomes awkward.
Result: Units come back while the customer still remembers agreeing a period.
Workflow: The demonstrated model and serial are already on the enquiry, so the quotation is raised from the catalogue without retyping specifications.
Result: The proposal follows the trial while interest is high.
Workflow: Every unit issued to that rep is listed with its holder and date before the handover meeting.
Result: Recovery is a checklist rather than an investigation.
Capital equipment trialled in wards and theatres.
Analysers and reagents placed for evaluation.
Kits and consumable samples left with labs.
Chairs and handpieces demonstrated in clinics.
Tools and instruments on plant trials.
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Yes. Serial-level tracking suits capital units, while batch and expiry tracking covers consumable samples issued in quantity, so both leave the stock ledger properly when they go out.
Yes. Units out are listed with the holding account, the rep, the date issued and the due-back date, and can be sorted by how long they have been out.
Through the notifications hub, and on WhatsApp where the WhatsApp Business integration is configured for your account. The message templates are agreed during setup.
The trial is closed as converted and the same serial moves into the sales order and tax invoice, then into the installed-base register under that customer with its warranty dates.
That depends on the approval flow you want. Role-based access decides who may request and who may issue, and the rule is set during setup rather than fixed by the software.
The sample is recorded against the lead or account, so the trial appears in the enquiry history alongside visits and quotations. See lead management.
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