Inventory Tracking: Automating and Simplifying How You Track Inventory

In an online economy dominated by massive retailers like Amazon, meeting your customers’ expectations is crucial. A big part of that is how long it takes you to ship items.

A significant requirement has become free 2-day shipping, which is something even a small business can offer today. Yet, in order to guarantee a quick turnaround time, you need a solid grasp on your inventory.

Imagine your customer’s disappointment if their item is guaranteed to arrive in two days, but a lack of inventory delays it for a week or more. One late delivery is all it might take for a customer to ditch your business and start buying from elsewhere.

So, how do you meet customer expectations, understand performance at the SKU level, and avoid wasting time that would be better spent on actually growing your business? By having the right inventory tracking in place.

Inventory tracking

Inventory tracking is all about knowing which SKUs you have in your possession, the locations in which you store them, and the quantities available at each location. The ability to track inventory levels in real-time is an important part of the supply chain and critical for ecommerce brands that wish to truly scale successfully.

Take the following examples.

Merchant A knows that they have 1,021 black baseball caps and 478 blue baseball caps in their California warehouse, and 719 black baseball caps and 323 blue baseball caps in their New York warehouse right now. Based on their manufacturing lead times, warehouse receiving timelines, upcoming promotions, and customer demand, they know the exact stock levels for each product that they need to make a purchase order to get more inventory in to each location so they don’t run out.

Merchant B believes they still have a few thousand baseball caps in each warehouse and will order more when they’re running low and can afford it.

Which one do you think is doing a better job of inventory tracking? Merchant A clearly has a much more accurate way to track inventory than Merchant B.

What is an inventory tracking system?

An inventory tracking system is any software, program, or dashboard that lets you track real-time inventory levels of each SKU for better inventory control across your stores. This way, you know how much product is ready to be shipped if a customer ordered an item now, or if you need to send units elsewhere, as well as any back orders for items that are out of stock.

Using an inventory tracking system is the most efficient inventory tracking method as it ensure greater transparency and accuracy than other methods.

“With ShipBob, we have access to live inventory management, knowing exactly how many units we have in their fulfillment centers in Texas vs. Chicago vs. New York. It not only helps with our overall process in managing and making sure our inventory levels are balanced but also for tax purposes at the end of the year.”

Matt Dryfhout, Founder & CEO of BAKblade

Who uses inventory tracking?

You’ll find most businesses that sell physical goods use some form of inventory tracking including retailers, wholesalers, and even manufacturers. This can range from free tools to very expensive systems (Amazon spent over $220 billion on operating costs in 2018, which includes inventory tracking).

All sellers need inventory tracking to know where their products are and when shipments will arrive. It’s also important in managing inventory turnover, which measures the amount of times inventory is sold then replaced in a designated time period.

Accurate inventory tracking occurs throughout the supply chain

While inventory tracking may seem as simple as counting products and logging where they move, it involves much more than that. Let’s have a look at the three main areas throughout the supply chain you should be monitoring and tracking inventory.

1. Tracking inventory from your supplier

Not all of your products will be at your warehouse (or in your home or office). A good amount may be stored with your supplier or even en route to you or your fulfillment warehouse or distribution center. With such a large investment required for each purchase order and often long transit times once it leaves the supplier, it’s critical to know how much inventory is with your supplier and when exactly it will arrive in your warehouse.

Failing to differentiate between products stored with you and those in the supplier’s hands could lead to late deliveries, missed sales, and poor inventory accounting.

2. Tracking returns from customers

Just because a product leaves the warehouse, there’s no guarantee that it’s gone for good. Ecommerce returns are unavoidable in the world of online shopping. As such, it’s crucial that you account for any returned products, whether they’re immediately put back into your warehouse or sent elsewhere for examination.

3. Tracking damaged goods

Damaged goods are another category that your inventory tracking method should account for. Any products that are damaged and unable to be sold should be reflected in your inventory levels data. If you don’t deduct damaged goods, you may end up thinking that you’re fully stocked, when in reality those items are not fit for sale.

Challenges of tracking inventory

Now that you have a basic overview of what inventory tracking is, you must also learn the pitfalls that go along with it. Here are three of the most common issues that people run into when trying to track inventory.

1. The more inventory you have, the more there is to keep track of

Inventory tracking may not seem like that big of a deal for startups that only handle a few orders per month, but as your small business starts to grow, you’ll run out of space and need help fulfilling orders in a timely manner.

It can be very hard — and expensive — to scale your warehousing and inventory tracking. Once you start selling thousands or orders each month, you will be turning over inventory quickly and likely expand into new locations and stores.

Additionally, when you have a high SKU count, or sell a wide variety of items, inventory tracking is much more complex and carrying costs more expensive. The simple reason is you need a designated spot, both physically and virtually, for each unique product. This includes each size, color, and style of every item. To track products accurately, they can’t be mixed with other products. And the more you have, the better organization you need.

2. Inventory doesn’t sit still

Inventory tracking would be far easier if all your products stayed put in one warehouse and never moved around. But that’s not how a successful ecommerce business works.

Your inventory can move from a manufacturer to a warehouse and even to another warehouse before an order is shipped to a customer. It can then be returned to you or sent back to your supplier.

If you’re replenishing inventory frequently because you’re selling out quickly, it may only sit in a warehouse for a matter of days before it heads to its next destination, which could be a post office or sorting facility before it reaches the customer.

With so many locations, and not to mention the transportation and movement in between, it becomes increasingly difficult to know the exact quantities of each product, and where it’s all currently residing. If you can’t account for each product, you risk not getting orders delivered on time, lost inventory, and even inaccurate financials.

3. It’s time-consuming

As your business grows, inventory tracking, like many activities, can start to take up more and more time. And time spent on monitoring stock levels is a large opportunity cost for small business owners whose time is better spent on analyzing buyer trends, running marketing campaigns, or doing anything else that directly grows your business.

Inventory tracking methods and solutions

The best approach to inventory tracking will vary for merchants at different growth stages. Several solutions exist today that help you understand where your product is, the exact stock levels at each location, and where it’s heading next.

Card system

Card systems are one of the older methods of inventory tracking that consisted of manually writing down every transaction from the point of sale on what was known as a cardex. Of course, this process is prone to error and is also very time-consuming. Card systems have fallen out of use in favor of faster and more accurate methods that use modern technology.

Spreadsheets

Spreadsheets are the easiest option for low volume inventory tracking if you’re only dealing with a few products that all reside in the same place. You can add all SKUs and then create columns for the quantity and other varying details that might be unique to your business such as bin number or room. However, many merchants quickly outgrow spreadsheets and move on to more accurate and dynamic inventory tracking methods.

Apps

Another option for those who don’t enjoy tedious spreadsheets is apps that help track inventory. Some will integrate with your ecommerce platform of choice such as Shopify. There may be some limitations since they’re more of a boilerplate product than a tailored solution.

3PLs

Third-party logistics (3PL) companies let you outsource order fulfillment, meaning they receive your inventory, store product in the appropriate pallet, shelf, or bin location, and then pack boxes and ship orders to customers as soon as an order is placed.

How 3PL solutions improve your inventory — beyond tracking

3PL companies must excel at inventory tracking but also do much more than help ecommerce businesses track their goods. Learn how 3PLs handle critical tasks that affect your supply chain and logistics strategy.

Automated tracking

When you partner with a 3PL, you can automate your entire ecommerce fulfillment process. 3PLs are experts in logging any inbound or outgoing products. They should have real-time inventory reports that detail exact inventory levels in their warehouses. This also trickles down to sending orders to customers and providing ecommerce order tracking to monitor all shipments to communicate the order status to customers at any point in time.

Integrated inventory management

Most 3PL companies today provide sophisticated software that lets you digitally review your entire inventory from the comfort of your own home. Integrated software connects to your online store(s) and lets you sync SKUs and orders to view all inventory, fulfillment centers, sales channels, and customers in one place.

“We roll out new products and designs on our website 1-3 times a month and send new inventory to ShipBob each week. It’s really easy to create new SKUs and restock existing ones using ShipBob’s technology, which is especially important with high inventory turnover.”

Carl Protsch, Co-Founder of FLEO Shorts

Projecting future demand

3PLs should be able to help you use historical data to understand when you’ll need to send more inventory to prevent stockouts. You can also set reorder notification points for the stock levels at which you want to be automatically reminded to restock. This connects the upstream activities of purchase orders and supplier relations to the downstream activities of demand forecasting.

“ShipBob lets us track inventory change and velocity over time. Being able to monitor which styles are selling quickly helps us always keep our best sellers in stock. We’ve been able to get through our heaviest seasons while staying ahead of production using ShipBob’s inventory forecasting tools — even as our order volume more than quadrupled in less than a year.”

Ryan Casas, COO of iloveplum

3 ways ShipBob can improve your inventory tracking

Any ecommerce company can have the best marketing campaign in history but will fall flat with consumers if they fail to live up to their shipping expectations. In order to meet customer expectations around deliveries, ShipBob helps merchants set the proper inventory and fulfillment strategy in place.

1. Faster deliveries to capture more sales

Beyond ensuring that you meet customer expectations, ShipBob helps turn logistics from a cost center to a revenue-driver. For example, ShipBob’s 2-Day Express Shipping program helps you compete with the largest players in the industry by offering equally speedy deliveries. This has translated to a 267% increase in annual sales, 18% reduction in cart abandonment rate, and additional ways to increase conversions.

2. Cost-effective inventory management

ShipBob’s software, including its inventory management features, enables tracking of all your products, ultimately helping you make more accurate purchasing and production decisions to save on inventory and logistics costs. Best of all, you don’t have to invest in a warehouse, land, infrastructure, equipment, warehouse management system, and workforce, or learn the ins and outs of operational protocols and regulations.

3. Convenient locations

ShipBob has fulfillment centers in some of the largest cities and regions across the United States and lets ecommerce merchants store inventory in multiple locations. This helps ensure customers get their orders delivered faster by reducing the distance between the fulfillment center and delivery address. This also reduces the total shipping cost on your end and can help keeps costs down for customers.

Each time an order is placed on your online store, ShipBob’s software will automatically choose the fulfillment center closest to the end customer to draw inventory and ship the order.

Conclusion

Successful inventory tracking does not come without its challenges, but having the right tools in place can help you scale and save money. ShipBob is a great solution for fast-growing online brands that need to scale their ecommerce shipping and logistics.

The data speaks for itself. ShipBob customers have experienced:

Want to learn more about ShipBob’s fulfillment services and inventory tracking capabilities? Request more information below.

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