Key takeaways
- Good stock management helps identify shortages and unnecessary purchasing early.
- Track stock by variant and check whether your setup supports a usable low-stock alert.
- Central stock with tested connections helps reduce overselling; checks remain necessary.
- Manage products, variants and inventory with Microcart. Check which integrations you need for other sales channels.
Track stock for each product variant so you know which size, colour or version is available. Define how sales, returns and incoming deliveries change those quantities, including when you sell through several channels. Use the overview to plan replenishment and regularly check recorded quantities against the stock you actually have.
Why inventory management matters
- Availability — compare displayed quantities with physical stock to reduce accidental sales of unavailable items.
- Less tied-up capital — you can see what is not selling and respond with a promotion or stop buying it.
- Better purchasing — you know how quickly something sells and order the right quantity in time.
- Time saved — automatic stock counts reduce manual tracking and errors.
Inventory is literally money sitting on your shelves. Keeping control of that inventory means keeping control of your cash flow.
Track stock by variant
If you sell products in different sizes, colours or flavours, manage stock by variant — not by product. Otherwise, you might sell size 17 when only size 16 is left in stock.
| Variant | Inventory | Status |
|---|---|---|
| Ring size 16 | 8 | In stock |
| Ring size 17 | 2 | Running low |
| Ring size 18 | 0 | Sold out |
Check what shoppers see when one variant sells out and whether they can still order it. Other variants can remain available when their stock is correct. Test the final unit and a cancellation too, to see when stock is reserved, deducted and released.
One inventory across all your channels
Central stock can help reduce overselling if all channels used deduct correctly. Test sales and returns for each supported channel and check delays and failures. Use reservations or a buffer where necessary and reconcile physical discrepancies. See also: sales in your store and online.
Alerts and timely reordering
Set a reorder point for each variant and check whether your system can provide a corresponding alert. Without one, review the list at fixed intervals. Record lead time, expected demand, buffer and outstanding purchase orders; test the alert and follow up discrepancies. See also: purchasing products for your webshop.
Tied-up capital: what is not selling
Not everything sells. Keep an eye on products that have been sitting around for a long time — that is money doing nothing. Put those items on promotion, bundle them or stop reordering them. Reviewing this regularly keeps your inventory healthy and frees up working capital for products that do sell.
Count your stock from time to time
Build a risk-based count list: fast sellers, expensive items and previous discrepancies first. Count a small selection at a set time without simultaneous movements, compare with the system and investigate differences before correcting. Increase frequency when discrepancies recur.
Start small, then automate
As you grow, choose a setup supporting the variants, stock movements and checks you need. Check what updates for each channel and whether low-stock alerts are actually available. A dashboard does not replace following up errors. See also: the best webshop for self-employed people.
Common mistakes
- Tracking stock by product instead of by variant.
- Not setting a reorder point or regular check, so low stock goes unnoticed.
- Not factoring in your supplier's lead time when reordering.
- Leaving capital tied up in unsold stock without taking action.
Frequently asked questions
Do I need to track stock by variant?
Yes, if you sell different sizes, colours or flavours. Otherwise, you will sell variants that are no longer in stock.
How do I prevent selling the same item twice across channels?
Use central stock with tested deductions for supported channels. Check simultaneous orders, returns and outages and keep a buffer where needed. This reduces risk but does not prevent every oversale.
When should I reorder?
Hypothetical example: with expected sales of 2 units a day, a 7-day lead time and a 5-unit buffer, the reorder point is 2 × 7 + 5 = 19 units. Use your own sales pattern, supplier delays and outstanding orders; this is a planning rule, not a guarantee against stockouts.
What should I do with products that are not selling?
Put them on promotion, bundle them or stop reordering them. Tied-up capital is money doing nothing.
Do I need separate inventory software?
First check whether your platform supports your variants, channels and checks. Test stock deductions and any alerts. Use a regular manual check if alerts are missing; separate software makes sense when it fills a specific gap.
How often should I count my stock?
Set frequency by stock value, turnover and previous discrepancies. Start with higher-risk variants and record count, cause and correction. A small store with fast turnover may need more frequent counts than a larger one with stable stock.
Get started
Track stock per variant and set reorder points for fast sellers using lead time and a buffer. Use a tested alert if your system supports it; otherwise schedule regular manual checks. Test stock changes for each channel before relying on central stock. See also: step-by-step plan to start an online store
Further reading
purchase products for your webshop
