How to do a stock take, step by step

By mise · Updated September 29, 2026

Quick answer: 1) choose a fixed time before deliveries, 2) record every delivery and waste since the last count, 3) count area by area in shelf order, including part bottles, 4) value the count at cost price, 5) calculate usage = opening stock + deliveries − closing stock and compare it with sales. The difference is your wastage.

A stock take done in a hurry is worse than none: it produces a number that looks right and isn't. Here is the routine that makes the count reliable, whether you use paper, a spreadsheet or an app.

Before you count

1. Fix the time. Same day, same hour, ideally after close or before the first delivery.
2. Put every delivery through. Anything received but not recorded will show up as a shortage.
3. Log the waste. Breakages, spoilage and staff drinks since the last count. See the waste log.
4. Tidy the shelves. Same products together, oldest in front. A tidy store counts twice as fast.

During the count

1. Area by area. Cellar, back bar, fridges, kitchen, dry store. Finish one before starting the next.
2. Shelf order. Left to right, top to bottom. Your sheet or app list should follow the same path.
3. Full units first, then part units. Part bottles in tenths or by weight; open packs in the counting unit.
4. Don't count what isn't yours. Items on hold, returns waiting for collection, staff property.
5. Two people if you can. One counts, one records — or both scan different areas.

After the count

Value the usage at cost price to get cost of sales, and compare with net sales for GP. Then compare line by line with what the till says was sold: the lines with the biggest gap are where to look first — over-pouring, unrecorded waste, wrong recipes or theft.

Common mistakes

• Counting after a delivery arrived but before it was recorded.
• Changing the unit (case one week, bottle the next).
• Using old cost prices.
• Skipping an area "because nothing changed".

With mise the count is done by scanning, deliveries come in from invoice photos, and usage, value and the difference against the previous stock take are calculated when you close.

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Frequently asked questions

How long does a stock take take?

A small bar or café takes 30–60 minutes on paper; a restaurant with a full kitchen 1–3 hours. Scanning with an app typically halves that.

What is the stock take formula?

Usage = opening stock + purchases − closing stock. Valued at cost, that is your cost of sales for the period.

Should I do a stock take weekly or monthly?

Weekly for high-value items (drinks, meat, fish) and monthly for the full stock is a common rhythm. Weekly gives you time to act.