How to track inventory reorders so shelves never run empty

Running out of something is usually a communication problem, not an inventory problem. Someone noticed the cups were low, told someone else, and it never got ordered. A simple reorder process closes that gap.

1. Make it easy to flag low stock

Anyone should be able to say "we're running low" in seconds:

• Item and quantity needed (both required)
• Supplier
• Cost, filled in when it's ordered

Put a QR code on the shelf or the supply closet door. Staff scan it from their phone; no login needed.

2. Order in batches

Requests start in Running low → Order. Filter by supplier and place one order instead of five.

3. Track it while it's on the way

Ordered → Waiting shows what's coming, so nobody orders the same thing twice.

4. Mark it stocked

Stocked means it arrived and was put away. If it didn't arrive, it's still sitting in Waiting, which is easy to spot.

5. Put regular orders on a schedule

Things you buy every month (paper towels, cleaning supplies) can create their own reorder ticket on a schedule.

6. See what supplies cost

A monthly report of cost by item or location shows where the supply budget goes.

What this isn't

It doesn't count stock or sync with your point of sale. It makes sure reorders get placed and arrive.

Using the template

The free inventory reorder form template sets up the fields and the three stages. Tracking reorders in a spreadsheet today? Smart import brings the history over. Several locations ordering? See locations.