Key takeaways
- Use one consistent recipe unit for every supply.
- Reserve stock against open orders before promising new work.
- Separate on-hand, incoming, committed, and available quantities.
Choose the unit you actually consume
Track each supply in the unit used while making products: each, ounce, fluid ounce, foot, yard, sheet, or another consistent unit. Record the package price and amount received separately so you can calculate the cost of the recipe unit.
Avoid switching between units for the same supply. A ribbon tracked as rolls on one recipe and feet on another makes availability unreliable. Convert the purchased roll into feet when it is received, then use feet everywhere the ribbon appears.
Know the four inventory numbers
Incoming stock can inform purchasing, but it should not make an order ready to produce until the shipment is received and checked. Mark the order as waiting on incoming supplies instead.
- On hand: the usable quantity physically available now
- Committed: the quantity required by accepted, unfinished orders
- Incoming: the quantity ordered from a supplier but not yet received
- Available: on hand minus what earlier open orders need
Allocate supplies in a predictable order
- List open orders
Sort by ship-by date, production priority, or another rule your shop uses consistently.
- Expand each product recipe
Multiply every required supply by the order quantity and include variant-specific materials.
- Allocate current stock
Deduct requirements in priority order. An order is ready only if every required supply can be covered.
- Record the shortage
Show the exact supply and missing quantity instead of a generic out-of-stock warning.
Keep adjustments explainable
Every receipt, production deduction, damage adjustment, and manual correction should leave a movement record. This makes it possible to answer why a shelf count changed without relying on memory.
MakerBatch connects supply quantities to recipes and open orders so the same material calculation powers Ready to Make, Missing Supplies, Supplies Needed, and reorder planning. You can also use a spreadsheet, but calculate all four views from the same source to prevent contradictory answers.
Frequently asked questions
Should I deduct supplies when an order is placed or when it is finished?
You can reserve quantities for planning when the order is accepted, then deduct the physical inventory once production is finished. This preserves the real on-hand count while preventing the same stock from being promised to multiple orders.
How often should craft inventory be counted?
Count high-value, fast-moving, or frequently wasted supplies more often than stable items. A short weekly cycle count of critical supplies is usually more useful than waiting for a stressful full count.
How this guide was created
This guide was written by the MakerBatch editorial team from the production, inventory, costing, and fulfillment workflows built for handmade and made-to-order sellers. It is educational information, not legal, tax, or financial advice. We update guides when the underlying workflow or product changes materially.