How to Track Grooming Supplies and Inventory

Running out of shampoo mid-bath, a key blade, or ear cleaner can affect your workflow, grooming quality, and revenue. Poor inventory management costs money and creates stress, but most groomers don’t have time for complex systems. Here’s a simple approach that actually works.

Why Inventory Tracking Matters

Control Costs: Know what you're spending on supplies, identify waste, and catch price increases before they hurt margins.

Plan Purchases: Buy in bulk when it makes sense and avoid rush shipping costs from last-minute orders.

Maintain Quality: Always have your preferred products. Avoid substituting with inferior options.

Track Usage: Understand product usage per dog to price services accurately.

Budget Accurately: Know what to expect each month for supply costs.

Basic Inventory: The Reorder Point System

The simplest effective system—no spreadsheets required.

How it Works:
Set a "reorder point" for each product—the quantity at which you order more. When you hit that point, reorder.

Example:
You use 5 gallons of shampoo per month. Delivery takes one week. Your reorder point is 3 gallons—enough to cover the week plus a buffer.

Setting Reorder Points:

1. Estimate monthly or weekly usage
2. Know delivery times
3. Reorder point = (usage during delivery time) + buffer

Making it Work:
Use physical markers, colored tape (green = full, yellow = approaching, red = reorder), or mark the reorder point on the item itself.

Digital Tracking Options

Spreadsheet Approach:
Create a Google Sheet with columns for:

• Item name
• Current quantity
• Reorder point
• Supplier
• Unit cost
• Last order date

Update weekly—takes just five minutes.

Inventory Apps:
Apps like Sortly, inFlow, or grooming software with inventory features can help.

Key Tip: Update your system consistently—an unmaintained spreadsheet is useless.

What to Track

Always Track:

• Consumables: Shampoos, conditioners, ear cleaners, sprays, colognes
• High-Cost Items: Specialty products
• Critical Items: Main clipper blades, rubber bands, grooming loops

Track Loosely:

• Low-cost consumables (cotton balls, paper towels)
• Durable goods (clippers, dryers, tables) — track by age/maintenance, not quantity

Don’t Bother Tracking: Items easily bought anywhere.

Organizing Your Supply Storage

Good organization makes tracking easier and prevents stockouts.

Storage Principles:

• Group by Category: Shampoos, blades, ear supplies
• FIFO (First In, First Out): Use older stock first
• Visibility: Clear containers, open shelving, labels
• Reorder Area: Empty bottles go in a designated "reorder box"
• Mobile Groomers: Use vertical organizers; keep frequently used items accessible; order smaller quantities more often

Managing Blade and Equipment Inventory

Blades are expensive and wear gradually, so tracking is essential.

Blade Tracking System:

• Number each blade
• Track size, purchase date, last sharpening, and current condition
• Maintain rotation: in use, sharpening, backup

Equipment Maintenance:
Log clipper, dryer, and table maintenance—clean filters, service dates, etc.

Supplier Management

Primary Supplier: Build relationships; consolidate orders for discounts.

Backup Suppliers: Have alternatives for critical items.

Local Options: Useful for same-day emergencies.

Price Tracking: Note prices to spot increases and evaluate alternatives.

Ordering Systems That Work

Weekly Review: Check inventory and reorder items at reorder points—15 minutes prevents problems.

Consolidated Ordering: Order once per supplier to save on shipping and reduce disruptions.

Recurring Orders: Auto-ship subscriptions work for consistent items like shampoo.

Budget Allocation: Set a monthly supply budget based on historical spending and track against it.

Tracking Usage and Costs

Cost per Groom Calculation:
Monthly supply cost ÷ number of dogs groomed = average supply cost per dog

Identify High-Usage Areas: Investigate heavy-handed use or expensive products.

Watch for Waste: Spilled shampoo, dropped blades, unused expired products add up—track and reduce waste.

Common Inventory Problems

• Running Out Constantly: Reorder points too low or ignored—adjust points and set reminders.
• Overstocking: Money tied up in unused inventory—lower reorder points.
• Using Expired Products: Not following FIFO—reorganize and label.
• Price Surprises: Track costs over time to notice changes.
• Disorganized Storage: Dedicate time to organize and label all items.

Simple Starting Point

1. Make a list of regularly used items
2. Set reorder points for the 10 most critical items
3. Create reminders (physical markers or calendar alerts)
4. Pick one day each week for inventory review
5. Note prices when ordering

Start simple and add complexity as needed.

Frequently Asked Questions

How much inventory should I keep on hand?

Enough to cover delivery time plus a buffer. Typically 2–4 weeks of supply.

Should I buy in bulk to save money?

Only if you’ll use items before expiration and have storage space. Smaller frequent orders can sometimes cost the same after shipping.

How do I track blade sharpening?

Number your blades and keep a log noting when each blade went out and returned from sharpening. Many groomers rotate blades in sets.

What's the best inventory app for groomers?

Simple spreadsheets or grooming software notes are enough. Sortly and inFlow are popular if you want dedicated apps. The best system is the one you will consistently use.

How do I budget for supplies monthly?

Track spending for 3 months to establish a baseline. Add a 10–15% buffer for price changes or unexpected needs. Review quarterly and adjust.