If you’re running a very small—or very new—business, you might still be relying on clipboards or spreadsheets to manage your inventory. It’s easy to assume that inventory software is too complex or expensive for your needs.
But in 2025, that’s simply not true. Modern inventory management solutions like Sortly are designed with small businesses in mind. Imagine an intuitive, flexible, and fast inventory solution that you can use seamlessly on your smartphone, tablet, or desktop. While spreadsheets might seem like an easy solution at first, you should ask yourself: How will you scale your inventory management as your business inevitably grows?
You need inventory processes that empower your small business—not ones that hold it back. In this article, we’ll touch on five inventory hacks for the smallest businesses and how they can save your company time, stress, and money today.
1. Get a full view of your inventory
To organize your inventory, regardless of your business size, start by knowing what you have. This means physically counting and organizing your stock to create a detailed inventory list and functional storage area. This foundation is essential for your inventory management strategy, so invest time in making it as detailed and user-friendly as possible.
Inventory management software like Sortly makes it very easy to take a full inventory count. Using the Sortly app on your phone or tablet, you can take pictures, add item information, and even automatically populate many item details simply by scanning a manufacturer’s barcode or QR code. If you’re not ready for inventory software just yet, consider using a prefilled inventory spreadsheet—you can actually upload it to Sortly directly if you decide to make the switch from manual inventory tracking.
Remember to include minimum stock levels for every item in your inventory. If you decide to use inventory management software, you can set a custom alert to be notified via notification or e-mail when that stock level begins to dwindle.
Related: How to physically organize inventory
2. Create a standard operating procedure
Standard operating procedures, also known as SOPs, are quite common for large and even medium-sized businesses. While smaller companies tend to have less codified processes at the outset, they still have so much to gain from putting everyday operations into words.
Once you know what inventory you have in stock and how it should be organized, document those details in an SOP. Additionally, once you settle on an inventory management system, you can use the SOP to document how inventory should be tracked as it arrives at your business and is used, consumed, relocated, or sold. You can also include key details on who your vendors are, how to communicate with them, when orders are placed, and what to do to keep inventories safe from shrinkage and obsolescence.
Why an SOP? A standard operating procedure takes the burden of inventory management off a single employee. In very small or new companies, there is typically one point person who handles all things inventory—and the entire inventory management system may very well be entirely in their head. An SOP isn’t a redundant step, but rather an assurance that your inventory processes are accessible to anyone at any time.
By codifying how the inventory process works, other employees, new hires, or even the business owner can assist with inventory management at any time.
This easy, comprehensive guide will help you:
Free Ebook: Getting Started With Inventory Tracking
3. Add photos and attachments to ensure accuracy
Creating a visual inventory system is one of the easiest ways to reduce human error during inventory tracking. However, adding images to documents and spreadsheets often renders them clunky and difficult to use. Inventory software like Sortly makes it easy: just point, shoot, and upload right from the app.
For small businesses that stock items with similar names or indistinguishable serial numbers, adding photos of each item can ensure you’re updating the correct item. Photos can also help you monitor asset condition over time (for instance, snapping a photo of equipment or tools after you’ve used it to ensure it was not damaged during your use).
You can also upload attachments in Sortly, just like you can add item photos. These attachments could be anything from warranties to repair manuals to instructions on how to store certain supplies safely.
In short, inventory management software enables you to store high-resolution images and key documents alongside all other item details. There’s no need to rifle through a filing cabinet searching for an old manual, vendor information, or a crumpled-up receipt. Everything you need to see and reference is exactly where it should be.
4. Save time and money with barcodes and QR codes
While businesses of all sizes are adopting barcode and QR code inventory scanning, smaller businesses may still hesitate. They worry that introducing new technology will increase, rather than reduce, their workload.
While every business is unique, barcode and QR code scanning can universally benefit any business by saving time and money. Barcodes and QR codes can:
- Virtually eliminate the risk of human error that occurs when inventory counts have been, for instance, jotted down and transferred to a spreadsheet.
- Allow users to quickly identify and update the correct item.
- Easily “move” inventory from location to location or mark it as used or sold so that inventory records are always accurate.
- Speed up inventory receiving or even inventory audits or end-of-year counts.
Keep in mind that with Sortly, you can scan barcodes and QR codes right from your phone—no extra scanners needed. Of course, if you prefer external equipment, you can easily connect that too.
Additionally, you can utilize the barcodes and QR codes already on your items. For instance, you can scan the manufacturer’s barcode on a pack of light bulbs to quickly add that item to your inventory. If items don’t have an existing barcode, it’s easy to generate custom ones within Sortly and print them out using everyday label paper and the printer you already own.
5. Transform data into strategic insights
For small businesses, inventory management software isn’t just about organization—it’s about unlocking crucial insights. Leverage the data you collect to generate custom reports that drive informed decisions and financial control. You can:
- Generate detailed inventory reports for accurate end-of-year inventory counts and seamless physical audits, ensuring compliance and minimizing errors.
- Track the declining value and condition of assets to accurately calculate depreciation, maximizing asset utilization and minimizing financial losses.
- Understand your cash flow by instantly visualizing the capital tied up in inventory at any given moment, enabling proactive financial planning.
- Identify items with approaching warranty expirations, helping you to take timely action and prevent costly replacements.
About Sortly
Sortly is an inventory management solution that helps you track, manage, and organize your inventory from any device, in any location. We’re an easy-to-use inventory software that’s perfect for very small companies. Sortly builds inventory tracking seamlessly into your workday so you can save time and money, satisfy your customers, and help your projects succeed.
With Sortly, you can track inventory, supplies, parts, tools, assets, and anything else that matters to your business. It comes equipped with smart features like barcoding & QR coding, low stock alerts, customizable folders, data-rich reporting, and much more. Best of all, you can update inventory right from your smartphone, whether you’re on the job, in the warehouse, or on the go.
Whether you’re just getting started with inventory management or you’re an expert looking for a more efficient solution, we can transform how your company manages inventory—so you can focus on your business. That’s why over 15,000 businesses globally trust us as their inventory management solution.
Start your two-week free trial of Sortly today.
