Being a body piercer isn’t just about good technique and awesome jewellery; it’s also about running a tight ship behind the scenes. And that means inventory management.
Whether you’re just starting out or already running a busy studio, poor stock control can quietly cost you money, clients, and your sanity, so lets go ahead and walk through the smartest ways to manage your piercing studio’s stock
Smart Inventory Management for Piercers
Effective stock management is essential for maintaining a smooth and professional body art or piercing studio and one of the most fundamental strategies is practising FIFO—First In, First Out.
This means using the oldest stock first to prevent items from expiring or becoming unusable, which is especially important when dealing with sterile products, aftercare supplies, and gloves. These items often have expiration dates or risk contamination over time, so rotating stock ensures safety and compliance with health standards.
Another critical element of stock management is setting minimum order levels. By establishing automated reminders or alerts when inventory reaches a specific threshold, you avoid the chaos of last-minute orders or running out of essential items in the middle of a busy day. This proactive approach saves time, prevents service interruptions, and allows for more strategic purchasing.
Equally important is the ability to avoid accumulating dead stock—products that sit unused and tie up your cash flow. Understanding your inventory trends can help you identify which items are selling quickly and which ones are just taking up space. Using stock tracking tools, sales reports, or even simple colour-coded bins can visually highlight fast-moving products versus slower ones.
For example, if you purchased 20 titanium labret studs and are only selling five per month, you’ll be sitting on unsold stock for months. Instead of continuing to order in bulk, use that data to adjust your future orders and reinvest in more popular or seasonal jewellery styles that align with current trends and client demand.
Making smarter purchasing decisions based on actual sales data rather than assumptions not only reduces waste but also helps you offer a fresher and more appealing jewellery selection.
Altogether, these strategies—FIFO rotation, minimum stock alerts, and trend-based ordering—build a reliable and responsive inventory system that supports both the operational and financial health of your studio.
How to Set Up a Stock Management System for Your Piercing Studio in Australia
Spreadsheets are a great entry-level tool—easy to use, budget-friendly, and completely customisable. A well-structured spreadsheet can include essential columns such as item name, supplier, current quantity, expiry date, cost per unit, reorder level, and the last date the stock was checked.
This simple format allows for quick visual checks and helps you stay organised without needing expensive software. However, as your business grows or if you prefer a more automated solution, point-of-sale (POS) apps like Square offer an affordable and accessible upgrade.
These platforms not only help with processing transactions but also track inventory levels, monitor sales trends, and can even send alerts when you’re running low on stock—preventing those dreaded "out of stock" moments during busy times.
For studios with higher volume or more complex operations, investing in a professional POS system such as Vend or Cliniko can be a game-changer. These advanced systems come with features like customised categories, in-depth reporting, barcoding, and integration with customer records and booking tools.
With such tools, you can track not only what’s selling but also link it to specific client visits, allowing for more personalised service and smarter purchasing. They also offer better scalability, supporting your business as it expands.
No matter what level you’re starting from—basic spreadsheet, mobile app, or full professional system—it’s important to understand the strengths of each and choose the option that suits your studio’s size, workflow, and budget.
Top 5 Inventory Mistakes Piercers Make – And How to Avoid Them
Mistake 1: Overstocking
Buying too much of everything “just in case” ties up money and clogs storage.
Fix: Use historical sales data to guide reorders.
Mistake 2: Under-ordering
Running out of staples like gloves, clamps, or 16g labrets? Never a good time!
Fix: Minimum stock levels and weekly inventory checks.
Mistake 3: No expiry tracking
Gloves, sterilisation pouches, and aftercare products all expire.
Fix: FIFO system and labelled shelves.
Mistake 4: No jewellery trend awareness
Ordering too much of styles no one wants anymore.
Fix: Keep a “client request” log and follow online piercing trends.
Mistake 5: No regular stocktake
If you’re not counting, you’re leaking money.
Fix: Weekly quick count, monthly deep audit.
Piercing Studio Essentials:
Inventory Checklist for Australian Piercers
This checklist can include, but not limited to:
• Jewellery: all the different styles, gauges and sizing.
• Tools: whether sterilized and ready or disposable
• Single-use items: gloves, needles, pouches
• Sterilisation: autoclave products, indicator strips, cleaning solution
• Aftercare: saline, spray bottles, labels
• PPE: masks, aprons, goggles
• Office supplies: printer ink, receipt paper, business cards
Managing Jewellery Stock
To keep your studio’s jewellery selection fresh and appealing, it’s important to maintain curated collections that rotate monthly or quarterly in line with current trends and seasonal demand.
This not only keeps your display interesting but also encourages repeat visits from clients eager to see what’s new. Understanding the local market is also crucial, what sells in one area might not move at all in another.
For instance, in some towns, gold septum rings are in high demand, while in others, sleek titanium jewellery reigns supreme. Keeping tabs on what your clients regularly request is another smart way to refine your stock.
If multiple clients ask for a particular style or size, take note—if it’s been requested more than once or twice, it’s likely worth adding to your inventory. Maintaining a simple log of client requests can turn casual feedback into actionable insights.
Additionally, tapping into social media trends can give you a competitive edge. Following body piercers, influencers, and style leaders on platforms like Instagram and TikTok can help you anticipate what’s gaining popularity before it hits the mainstream. Whether it’s a new piercing style, colour trend, or jewellery design, staying connected to the digital community allows you to respond quickly to changing tastes. Altogether, regularly rotating your stock, adapting it to local preferences, listening to client requests, and watching social trends will help you build a collection that’s not only stylish and relevant but also profitable and client-focused.
Australian Suppliers vs. Overseas
When sourcing jewellery and supplies for your studio, balancing local and overseas suppliers can offer both flexibility and cost-efficiency—if approached strategically.
Working with local suppliers has several advantages, including faster delivery times, simplified returns, and often more responsive customer service. This makes local suppliers ideal for replenishing your everyday essentials such as gloves, sterile needles, titanium jewellery, and aftercare products. With shorter shipping times, you're less likely to run out of crucial items, which helps keep appointments running smoothly and clients happy.
On the other hand, overseas suppliers can offer significant benefits as well. These may include lower prices, greater variety, and access to exclusive or unique jewellery styles not widely available in your region.
This is particularly valuable if you're looking to stock niche items or want to offer something that sets your studio apart from competitors. However, ordering internationally comes with some trade-offs—longer shipping times, possible customs fees, and more complex return processes in the event of defective or incorrect shipments. The time zone differences can also delay communication and problem resolution, which may be frustrating if an issue arises.
That’s why one of the smartest approaches is to create two supply levels: use local suppliers for your everyday essentials that need regular restocking, and rely on international suppliers for specialised or high-end inventory. Planning your purchasing cycles accordingly allows you to enjoy the best of both world, both reliability and cost-effectiveness.
By clearly distinguishing which items you need on hand quickly and which ones can be ordered with a longer lead time, you can avoid stockouts and also make room in your budget for exciting new pieces that help your studio stay on trend.
This strategy supports both operational efficiency and creative flexibility, giving you a solid foundation for inventory management while maintaining a fresh and dynamic product offering.
Jewellery Audits
Conducting regular jewellery audits is a vital part of running a successful and financially sound piercing studio. Knowing exactly what you have in stock—and where discrepancies might be occurring—helps you avoid unnecessary expenses, reduce losses, and maintain a professional, organised workspace.
A good approach is to begin with weekly spot checks, which involve counting your fast-moving or high-value jewellery items. These are the piece’s most likely to sell quickly or be mishandled, so checking them frequently ensures that your records stay accurate and you can reorder in time to meet client demand.
Then, once a month, conduct a full inventory audit. This more thorough process involves checking every item on hand, verifying expiry dates for sterile products, and identifying any shrinkage—a term that refers to stock losses through theft, misplacement, or simple miscounting. Shrinkage might not seem like a big deal on the surface, but over time, missing items can add up to hundreds of dollars in lost income. Especially due to ball threading issues!
Whether it’s a single piece of gold jewellery that goes unaccounted for or small miscounts that accumulate, the impact on your bottom line is real. That’s why it’s not just about how often you count, it’s also about how you count.
A smart audit tip is to always have a second staff member double-check the counts. This reduces the chance of error and adds a layer of accountability, which helps maintain trust and honesty among the team.
If you’re a solo piercer, consider recording your count process or using a checklist system to verify counts after breaks or at the end of the day. Keeping consistent audit records not only improves your inventory accuracy but also provides insight into buying patterns, highlights slow sellers, and helps you make better purchasing decisions going forward.
In short, regular jewellery audits protect your investment, support your budgeting, and ensure your studio runs like a well-oiled machine.
Inventory management isn’t just a back-end task, it’s a core part of running a successful and professional piercing studio. From implementing FIFO practices and setting minimum stock alerts to rotating jewellery styles based on trends and client demand, every decision you make about your stock directly affects your workflow and client satisfaction.
Whether you're managing your supplies with a simple spreadsheet or using a full-featured POS system like Cliniko or Vend, the key is consistency and adaptability. Regular audits, trend awareness, and smart supplier strategies allow you to stay in control of your inventory without overbuying or understocking.
By taking a proactive and strategic approach, you can reduce waste, improve your profit margins, and ensure that your studio is always stocked with the right tools and jewellery to meet your clients’ needs. All the best!
-JazAnna
