How to prepare for our visit

Before we arrive

We do most of the work, but having certain information ready helps us work more efficiently. The more prepared you are, the faster we can complete the stock count and get your tracking system running. Most of what we need is basic business information you already have.

Access to all storage areas

We need to physically count everything, so make sure we can access all areas where you keep stock. This includes back rooms, storage shelves, display areas, and any off-site warehouses.

Recent purchase records

If you have invoices or receipts from recent stock purchases, have them available. This helps us understand your supplier relationships and typical order quantities. Even informal records are useful.

Existing inventory lists

If you have any written lists of what you stock, bring them out. Even incomplete or outdated lists give us a starting point. We will verify everything, but knowing what you think you have helps.

Staff availability

Have at least one staff member available during our visit. They know where things are kept and can answer questions about how items are currently organised. This speeds up the counting process significantly.

Sales patterns

Tell us which items sell quickly and which sit longer. Even rough estimates help. We need to know what moves fast so we can set appropriate reorder alerts for those items.

Supplier lead times

How long does it typically take to restock from your suppliers? A week? Two weeks? Knowing this helps us set reorder points that prevent stockouts while avoiding excessive inventory.

Budget constraints

Be honest about what you can spend on a tracking system. We design solutions for different budget levels. Simple paper systems cost almost nothing. Mobile apps are affordable. We work with what you have.

Technology access

Do your staff members have smartphones? Is there reliable internet at your location? This affects which tracking system we recommend. We have solutions for all technology levels.

Current pain points

What frustrates you most about your current inventory situation? Running out of popular items? Too much money tied up in slow stock? Tell us your biggest problems so we can prioritise solutions.

Growth plans

Are you planning to expand? Open more locations? Knowing your future plans helps us implement systems that can grow with your business rather than needing replacement later.

Initial walkthrough

We tour your location to understand the layout, see how stock is currently organised, and identify all storage areas. This usually takes about thirty minutes depending on your shop size.

Physical stock count

We count everything systematically. Our team works through each area methodically, recording quantities and noting the condition of items. For larger shops, this can take several hours or a full day.

Categorisation planning

As we count, we discuss how to categorise your items logically. We group similar products together and identify fast-moving versus slow-moving stock. This organisation makes future tracking easier.

System recommendation

Based on your business size, budget, and technology access, we recommend a tracking system. We explain how it works and why it fits your situation. You make the final decision on which approach to use.

Implementation start

If you approve the recommended system, we begin implementation immediately or schedule a follow-up visit. For simple systems, we can often complete setup the same day. More complex setups may require additional time.

Staff training session

We train your staff on how to use the new system. Training is hands-on and practical. We show them exactly what to do each day to keep the system current. Questions are encouraged.

Pre-cleaning or organising

Do not spend time reorganising before we arrive. We will handle that as part of the process. We need to see your current situation as it actually is, not a cleaned-up version.

Technical setup

You do not need to buy software or set up any technology in advance. We bring what is needed and handle all technical setup ourselves. Just provide access to your space and information.

Detailed documentation

You do not need to create formal documents or reports. Informal notes, receipts, or even verbal information works fine. We compile the formal documentation as part of our service.