How to stop materials going missing in your shop or kitchen
By Olusegun Osunrinde, Founder, Sentralbee · Published
Materials go missing when nobody records what came in, what each order should use, and what was thrown away. Keep one list of materials, record every purchase, know what each product should use, count your most expensive stock weekly and log waste with a reason. The gap between what you expected and what you counted shows where it went.
The short version
When lumber, fabric or baking supplies disappear, it rarely happens all at once. It leaks: a mis-cut here, an unrecorded purchase there, an offcut nobody counts.
You can't fix what you can't see. Here is a simple system.
1. Keep one list of materials
One list, with a unit for each item: board feet, sheets, yards, pounds, pieces. If it lives in three notebooks and a phone, it lives nowhere.
2. Record every purchase
Every time materials come in, write down how much and what you paid. This also keeps your costs accurate when prices change.
3. Know what each product should use
If a dining table uses 40 board feet of walnut, ten tables should use 400. That is your expected use.
4. Count every week
Pick a day. Count your most expensive materials. It takes minutes if you do it often.
5. Log waste, with a reason
Mis-cut. Cracked tier. Stained panel. Returned piece. Most waste is honest. Logging it shows what it costs you and stops it hiding.
6. Compare expected with counted
Expected use minus counted stock is your gap. A small gap is normal. A growing gap tells you where to look.
7. Decide who can change what
When everyone can edit everything, numbers drift. Give people the access they need, and keep a record of changes.
When a customer supplies the material
Dressmakers and upholsterers often work with fabric the customer brings in. Treat it like money you are holding:
- Record it when it arrives: the customer, the order, the yardage and a photo.
- Keep it with the order, in a labeled bag or bin.
- Agree what happens to leftovers, and write it on the order.
- Check the yardage before you cut. If it is not enough, say so before the scissors touch it.
How Sentralbee helps
- Materials list with units, suppliers and low-stock levels
- Products costed from their materials, so you know what each order should use
- Stock counts, to record what is actually on the shelf
- Waste log, with reasons and an approval step
- Roles and an audit trail, so you can see who changed what
See true cost, or book a free Clarity Review to set this up for your shop.
Questions
How often should I count stock?
Weekly for your most expensive materials, such as hardwood, fondant or lace, and monthly for the rest. Short, regular counts beat one big count at the end of the year.
Does logging waste mean I don't trust my staff?
No. Most waste is honest: mis-cuts, a cracked tier, a stained panel. Logging it shows you what it really costs, and it protects good staff.
What is a normal amount of waste?
It depends on your craft and your materials. Measure your own waste for a few weeks, then use that as your baseline. A growing gap is what to watch.
Should waste be part of my price?
Yes. The offcut was paid for. Add your average waste to the true cost of each product, or you are paying for it out of your profit.