How to Keep Track of Consumables in 5 Simple Steps

How to keep track of consumables is a challenge many businesses face every day. From printer paper and cleaning supplies to raw materials and fuel, these are items that get used up fast but still need to be managed carefully. If you run out, work can slow down—or stop altogether.

Consumables may not be sold to customers, but they’re essential to getting things done. That’s why tracking them matters. Without a clear system, you could waste time, spend more than you need, or miss key supplies when you need them most.

In this guide, you’ll learn simple, practical steps to track your consumables more efficiently, without overcomplicating the process. Whether you’re using a spreadsheet or an app, these tips can help you stay stocked, stay organized, and stay focused on what matters: keeping your business running smoothly.

Step 1: List Everything You Use Regularly

The first step to keeping track of consumables is simple: write down everything your business uses regularly. This includes any item that gets used up during daily operations, no matter how small. Think printer ink, packaging materials, cleaning supplies, batteries, or fuel. If you use it and replace it, it’s a consumable.

You can start with a notebook or spreadsheet, or use an inventory Software like ArmPOS that lets you build and update your list more easily. No matter the tool, your list should include key details for each item, like:

• Item name
  
• Description
  
• Current quantity
  
• Minimum quantity to keep on hand
  
• Purchase cost
  
• Supplier or purchase source
  
• Storage location
  
• Barcode or QR code (if you use one)
  
• A photo (optional, but helpful)
  

Keeping this list up to date gives you a clear picture of what’s in stock—and what’s running low—so you can avoid surprises and stay in control.

Step 2: Use a Live Tracking System (Perpetual Inventory)

Once you’ve listed your consumables, the next step is to keep that list updated, every time something is used, added, or moved. This is called a perpetual inventory system. Instead of waiting for a scheduled count, your inventory stays current in real time.

Using a live tracking system helps you:

• Know exactly how much of each item you have
  
• Spot low stock before it runs out
  
• Reorder at the right time
  
• Avoid overstocking or shortages
  

This is especially important for consumables, since they’re used up quickly. A live system makes it easier to plan ahead, move supplies between locations, and keep everyone on the same page.

Whether you’re using an app or a spreadsheet, consistency is key. The more often your team updates the system, the more accurate your inventory will be, and the smoother your operations will run.

Step 3: Train Staff and Use Simple Tools

To keep track of consumables the right way, your team needs the right tools—and a clear process they can follow every day.

Start by choosing a system that’s easy to use. That could be a spreadsheet, a simple app, or software that works on smartphones and tablets. The easier it is to update inventory, the more likely your team will stick to it.

Next, take time to train your staff. Walk them through how to add, update, and check items. Make sure everyone understands when and how to track changes. A short, written process or checklist can help keep things clear and consistent.

Even if your tools are simple, having a routine makes a big difference. When your team knows what to do, your inventory stays accurate, and your business stays ready.

Step 4: Connect Tracking to Reordering

Tracking your consumables is only half the job—you also need a plan for reordering them before they run out. The key is to connect your tracking system to your reordering process.

Start by setting a reorder point for each item. That’s the lowest quantity you can have before it’s time to restock. You’ll also want to figure out:

• Lead time – how long it takes to receive new stock
  
• Safety stock – the extra amount you keep on hand just in case
  

With this info, you can reorder on time and avoid last-minute rushes or shortages. If you’re using an inventory app, you can set alerts to remind you when stock gets low.

When your tracking and reordering systems work together, you stay ahead of problems—and keep your shelves stocked with the supplies you rely on every day.

Step 5: Check and Audit Your Inventory

Even if you’re updating your inventory regularly, it’s still important to do a full inventory check every so often. This is called a physical audit, and it helps you make sure what’s in your system matches what’s actually on the shelf.

Aim to audit your consumables at least once a year, or more often if they’re used up quickly. During the audit, count each item and compare it to your records. If numbers don’t match, look into the cause—it could be a simple mistake, an outdated process, or even lost or damaged items.

Audits help you spot problems early and keep your system accurate. They also give you a chance to improve your process if something’s not working. A quick review now can save you from big headaches later.

Conclusion

Keeping track of consumables doesn’t have to be complicated. With a clear list, an easy tracking system, and a reliable reordering process, you can stay in control of your supplies without extra stress.

Train your team, use tools that work for your business, and check your inventory regularly. As your business grows, keep your system flexible—adjust it when needed so it always supports your day-to-day operations.

When your consumables are well-managed, everything runs smoother, costs stay in check, and your team can stay focused on getting work done.