Give each sellable variation an identity
A product name alone may hide several different items. Separate sizes and colours, and give a unique thrift piece its own reference. Use a reference you can recognise on the shelf, in an order and in a customer conversation.
For tailoring, distinguish a finished piece from fabric or an unfinished job. A fabric quantity does not tell you how many finished garments are available until the pattern, size and cutting needs are known.
Separate available, reserved and unavailable stock
Use one working record for website orders, walk-in sales and WhatsApp enquiries. Record who is handling an update so two people do not each promise the last piece. An enquiry alone should not silently become an indefinite reservation.
Set a clear reservation rule and tell the customer when it ends. Record the item reference, quantity and agreed expiry. Release an expired reservation only after checking the actual order and payment situation; a delayed payment confirmation needs investigation before you promise the piece again.
Check the record against the shelf
Count a manageable group regularly and compare the physical pieces with the record. Note damaged items, exchanges and items taken for photography or alterations. Investigate a difference before adjusting the number so the same mistake does not keep returning.
Example: if there are three blue skirts, one sold and one reserved under your agreed rule, only the remaining piece is available to promise. This is an example of a stock record, not a claim that every selling channel reserves or synchronises stock automatically.
- Each size, colour or unique piece has a clear reference.
- Reservations have an owner and an agreed end point.
- Returns and damaged pieces are checked before becoming available.
- Physical counts and corrections have a short explanation.
Put it to work
Before announcing a restock, check the actual pieces and all open reservations. Publish the quantity you can fulfil now.