Managing inventory is one of the most time-consuming challenges retailers face. Year-end audits can stretch on for days or weeks, and many large stores even rely on third-party companies to conduct overnight counts of their stock. And that’s just for a typical department store. Now, imagine the complexity of inventory management for something more specialized, like your fabric store.
Fabric, by nature, comes in large quantities with intricate patterns, colors, and types. That’s where serialized inventory comes into play. Serialized inventory allows fabric store owners to track individual rolls, bolts, or yards of fabric — giving them better control over stock and ultimately improving customer service.
If you're running a fabric store and haven't yet explored serialized inventory, or you're struggling to manage it effectively, don't worry. We're here to guide you through how you can simplify the process and ensure your fabric store stays organized, efficient, and profitable.
Before we stitch together the tips, let's quickly review what serialized inventory means. In short, serialized inventory refers to the practice of tracking individual items with a unique identifier, such as a serial number or barcode. This method helps you monitor each specific roll of fabric, track its movement, and ensure you’re always on top of stock levels.
Serialized inventory involves assigning unique serial numbers to each item in a store's inventory. This system helps track individual items, monitor their condition, and manage pricing. With this level of detail, stores can better manage their stock, reduce losses, and improve operations.
For fabric store owners, serialized inventory means tracking individual fabric bolts, rolls, or even specific lengths of fabric on a bolt. Whether you're managing designer fabrics, quilting cottons, or specialty textiles, serialized inventory helps keep everything organized.
Inventory errors can cost businesses up to 30% of their revenue! One of the best ways to manage serialized inventory in your fabric store is by using barcode scanning. Each fabric roll or bolt is assigned a unique barcode, and by scanning it during different stages — receiving, sales, or inventory counts — you can quickly access all of its details. This minimizes human error and saves time compared to manual entry.
A point of sale (POS) system designed for fabric stores should have integrated barcode scanning, making it easier to check out customers and track inventory in real time. You can instantly see what fabric is selling well and what’s been sitting on the shelves. This kind of insight is incredibly valuable for managing stock levels, adjusting pricing, or running promotions based on fabric availability.
For example, if a customer asks for a specific fabric that’s part of a collection, a quick scan of the barcode will tell you whether it’s in stock, how much is left, and if you need to reorder.
Related Read: What Is Fractional Yardage? (And How To Track It)
Your POS system can heavily simplify managing serialized inventory. Instead of relying on manual records or outdated spreadsheets, it automatically updates your inventory levels as sales happen. This keeps your stock counts accurate, and you can track how each fabric is moving in real time. Plus, it ensures your inventory stays up to date, whether you’re selling online or in-store, so you always have an accurate count no matter where the purchase is made.
For example, if you sell a yard of a particular fabric, your POS system should instantly adjust the inventory and update the serialized tracking for that bolt. This is especially useful for premium fabrics where every yard matters.
A POS system also helps you monitor how long fabrics have been on the shelf, making it easier to spot slow-moving stock. This info can guide you in offering discounts, creating bundles, or running promotions to move fabric faster.
Related Read: Quilting Inventory Management: 5 Best POS Providers
You should always know the specifics of your fabrics — like the color, fabric type, and designer. Serialized inventory lets you track all of these details with ease.
For example, let’s say you run a quilting store with collections from popular designers. Each collection might include different patterns, colors, and fabric types. With serialized inventory, you can easily track which bolts belong to which collection and designer. So when a customer asks for a specific fabric from a designer’s line, you can quickly grab the exact piece they need — no sifting through piles or relying on memory.
A POS system with serialized inventory capabilities makes it all simple. It lets you assign categories to each item and filter through them easily, saving you and your customers time.
Running out of a popular fabric can be a headache, but a solid POS system can help you stay on top of things. When you track your inventory closely, it can send you automatic reorder alerts when stock is getting low.
For example, if one of your best-selling fabrics is running low, your POS system can notify you when there’s only a certain amount left — whether it's a set number of yards or a specific bolt. This lets you reorder the fabric before you run out, so customers won’t leave empty-handed.
A solid POS system can also create automatic purchase orders when stock gets low. You can review the order before sending it to your supplier, making sure you’re always prepared. Plus, these alerts are handy for seasonal fabrics, helping you predict demand and get ready for big sales or upcoming quilting projects.
Keeping an accurate track of inventory creates a more personalized experience for your customers. This is especially true if you’re using a POS solution with customer tracking. For example, if a customer is looking for a fabric they've bought before, you can quickly pull up their purchase history and find the exact fabric they need.
Another example: Let’s say a customer wants a fabric that’s almost out of stock. Instead of losing the sale, you can let them know it’s already on order and will be arriving soon, or offer to place a special order for them. This kind of customer service builds loyalty and helps your store stand out.
Serialized inventory also makes it easy to manage special orders or custom requests. You can ensure specific fabrics are set aside for a customer’s order and handle alterations or custom requests smoothly without mixing up fabrics.
Related Read: 15 Inventory Management Features Your Fabric Store Needs
Regular stock audits are important for inventory management, but they can be time-consuming without the right tools. Serialized inventory makes it easier to perform stock counts without disrupting your entire store. With a barcode scanning system, you can scan individual items and verify stock without manually counting every single bolt of fabric.
Since fabric selections are often seasonal, it’s recommended to do a full inventory count every six months to a year. However, depending on your sales, you may want to do them quarterly or even more frequently to maintain order in your fabric store.
A solid POS system with serialized inventory functionality speeds up audits and improves accuracy. The system highlights discrepancies between actual stock and recorded stock, helping you quickly spot and fix any issues.
At Like Sew, we get the unique needs of fabric store owners when it comes to inventory management. Our POS software is built to make managing serialized inventory easier, whether you're tracking fabrics by roll, color, designer, or even yardage.
With Like Sew’s POS system, you’ll get real-time updates, barcode scanning, and automatic stock alerts. We also offer reporting tools to help you keep an eye on sales trends, manage reordering, and track customer preferences. Plus, our software integrates smoothly with your current systems, making inventory management a breeze.
Managing serialized inventory doesn’t have to be complicated. With Like Sew, you can stay organized and deliver a smooth customer experience.
Want to see how it works? Schedule a free demo today.