Guides · Updated 4 November 2026

Stock management for a small shop: count it on your phone and never run out

Running out of your best seller loses a sale and sometimes a customer. Too much stock ties up money. A notebook can't warn you in time; a simple stock register on the phone can, if it updates itself from your sales. Here's how to set it up without spending a weekend on it.

Step by step

1. 1

   Start with your top 30 items

   Don't count the whole shop on day one. Count the items that sell most and the ones that hurt when they run out. Add the rest over the next weeks.

2. 2

   Set a "running low" number for each

   The point at which you reorder: enough to last until the next delivery. For a fast seller with weekly delivery, maybe 10; for a slow one, 2.

3. 3

   Let every sale take stock down

   When the sale is written with the item (by tapping or scanning), stock goes down by itself. No separate register to fill in.

4. 4

   Add stock when a delivery comes

   Write what came in from the supplier's bill, so the count goes up and you know what you paid.

5. 5

   Check the low list every morning

   Look at what's running low before you open, and order it. Better: send the list straight to the supplier on WhatsApp.

6. 6

   Count once a month

   Do a quick physical count of the top items. Differences show breakage, expiry or something walking out of the door.

Get these right

• Keep the item names the same as on your bills, so sales and stock match.
• Expiry-sensitive items (medicines, dairy, bakery) need first-in-first-out on the shelf, not just a count.
• Track what you paid, not only what you sell for; that's how you see which items actually make money.

Questions