Have you ever experienced that moment just before a client arrives, when you discover your favorite hair color or gloves have run out in the salon? Or found half-used, long-expired shampoos tucked away in a cabinet and wondered why they’re even there? Managing product and supply inventory might seem like a tedious chore at first, but in reality, it’s one of the unsung heroes of your daily work. When your inventory is well-maintained, your entire salon runs smoothly. So, how can you organize this simply, smartly, and tailored to your salon’s needs?

The lifeblood of your salon starts with inventory

No salon functions properly without the essential products and tools – that’s a fact. Every day, you go through items: hair color, cotton pads, towels, gloves, disinfectants… Imagine the chaos that can erupt if any of these suddenly run out! This doesn’t just disrupt your day; it leaves clients with the impression that everything is out of control.

At the same time, there’s no point in stockpiling massive quantities “just in case.” Money ties up on shelves, products can expire, and your space slowly turns into a warehouse. The goal is to find a balance: to always have what you need on hand without letting valuable items gather dust unnecessarily.

How to effectively get your inventory under control?

Start by making a clear list — what does your salon truly need on a daily and seasonal basis? Not just the big-ticket items like color or shampoo, but also the smaller essentials: cotton pads, trash bags, disposable gloves, cleaning supplies. With a detailed inventory list, you can:

  • Conduct regular stock checks (once a month might suffice for a small salon, while larger ones may benefit from weekly checks);
  • Track how much of each item remains;
  • Assess what and how much needs to be reordered soon.

Make this a routine rather than a tedious obligation. Some prefer a simple paper list, others opt for Excel sheets, and the savviest rely on specialized software. Have you tried SalonLife’s inventory management software? It shows real-time stock levels and sends automatic alerts when supplies run low. Result? Less paperwork, fewer headaches, and more focus on the actual work.

Ordering – when, how much, and what do you really need?

Your experience and attentiveness are invaluable here. At first, it can be tricky to gauge how quickly a product is used and which tend to linger on the shelf. Over time, you’ll spot patterns that help you place timely orders.

A useful tip is to set a minimum stock level for each product—the amount you never want to drop below. When quantities near this threshold, it’s time to reorder. No need to panic or make rushed purchasing decisions!

When ordering a new or seasonal promotional product, start with a smaller quantity: test whether your clients like it before committing to a larger inventory. This way, you keep shelf space reasonable and avoid expired products.

Also, if you use salon software, you can monitor consumption statistics in real time and adjust orders according to actual demand — much more efficient than relying on gut feelings alone. For more details, check out best inventory management practices to keep your salon running smoothly and efficiently.

Working with suppliers and partners – more than just placing orders

Do you know all your suppliers' contact details by heart? Who provides the best shampoo, and who supplies gloves the fastest? One thing’s certain: clear communication with your suppliers means fewer surprises.

Key points are:

  • Keep all supplier information consolidated in one place (ideally digitally, so it’s always at hand);
  • Establish a consistent ordering schedule and agree on communication methods;
  • Check whether being a regular customer grants you better prices or terms.

Reliability in ordering and billing ensures faster access to better deals and smooth collaboration.

How to avoid waste and excess inventory?

The magic words are: consistency, honest stock assessment, and quick action. Often, overstocking comes from fear of running out or grabbing a sudden bargain. However, excess inventory tends to just sit unused and expire before you get a chance to use it.

  • Monitor which products move slowly or have been sitting on shelves for months;
  • Consider if some items need to be kept in stock constantly at all;
  • Place products closest to expiration at the front of shelves to ensure they get used.

Visual stock checks combined with digital reports give you a clear overview. For example, using SalonLife’s inventory system, automatic reports quickly highlight which products sell fast and where your money is tied up unnecessarily.

Finally: why is all this important for your salon?

Sure, well-organized inventory management requires some upfront time investment, but it’s an investment in your peace of mind and smooth salon operations. When everyday products are always available, you don’t have to worry about panic buying or idle stock. You can focus on what you truly love: bringing joy to your clients and appreciating the work of your team.

Would you agree that systematic product management could become as natural a routine as a haircut or manicure? If you want to learn how to run your entire salon more efficiently and discover tips to actually save time each day, definitely check out the ultimate salon management guide. There, we also talk about how cleanliness and hygiene can become a powerful calling card for your salon!