Inventory is one of the most expensive and least understood parts of a veterinary practice. When it is not managed deliberately, it becomes a quiet source of financial strain, workflow disruption, and frustration for the team. A healthy inventory system is not about spreadsheets, vendors, or counting products. It is about structure.
Here are the core components of a healthy system.
1. Clear ownership of the inventory role
Inventory collapses when responsibility is shared loosely or shifts based on who has time. A healthy system has one clearly identified owner. That person may delegate tasks, but the responsibility for accuracy, ordering, and oversight stays with them.
Ownership creates consistency.
Shared responsibility creates gaps.
2. A predictable ordering rhythm
Most inventory problems come from reactive ordering. Items run low, someone places an emergency order, and the cycle repeats. Over time, this increases costs and creates stress for the team.
A healthy system uses a steady rhythm that fits the practice. Weekly or biweekly ordering prevents both overstocking and shortages. Rhythm gives the team confidence and keeps the workflow smooth.
3. Defined par levels that reflect reality
Par levels are not guesses. They are based on actual usage, seasonality, storage capacity, and the pace of the practice. When par levels are outdated or unrealistic, everything downstream becomes unstable.
Healthy par levels reduce waste, keep shelves predictable, and remove the burden of constant decision-making.
4. Simple, accurate receiving processes
Inventory breaks when items arrive and no one is sure who checked them in, where they were placed, or whether they match the order. Consistency in receiving is one of the quietest but most important components of a strong system.
A healthy system has:
- a clear process for receiving
- a designated place for staging incoming items
- a reliable way to update counts
Small inconsistencies here create large discrepancies later.
5. Separation of roles that naturally conflict
The person ordering should not be the person approving invoices. This separation protects accuracy. It prevents accidental over-ordering, hidden shortages, and unnoticed vendor errors.
Healthy systems separate the tasks that audit each other.
6. A workable structure for controlled substances
Controlled substance management does not need to be complicated. It needs to be clear, compliant, and consistent. A healthy system has:
- one owner
- one storage process
- one reconciliation rhythm
Most mistakes occur because the process varies from person to person.
7. Alignment between inventory and financials
COGS is not controlled by counting. It is controlled by structure. A healthy system aligns inventory decisions with financial goals by ensuring:
- pricing matches cost
- usage patterns are understood
- waste is tracked and addressed
Inventory is a financial system as much as an operational one.
A simple truth
Inventory problems are not caused by products. They are caused by structure. When ownership, rhythm, par levels, receiving, and alignment are in place, the system becomes predictable and manageable. The team feels more supported, and the financial picture becomes clearer.
Does your inventory system need a check-up?
If you are sensing strain in your inventory, whether through shortages, high COGS, or constant reactivity, I can help you evaluate your structure and identify what is missing. Small improvements often create immediate relief.