In any laboratory—be it a school, hospital, research center, or pharmaceutical facility—accurate inventory tracking is essential. Every item, from chemicals and reagents to glassware and instruments, must be carefully monitored, labeled, and stored. Yet, despite its critical role, many labs continue to struggle with maintaining accurate and up-to-date inventory. 

So, why do labs find it difficult to manage their inventory accurately? The challenges are many—from human error and lack of real-time updates to poor organization and outdated tracking methods. In this blog, we break down the key issues behind inventory mismanagement and highlight why effective tracking is essential for smooth lab operations. 

Continue reading and you’ll find some helpful ideas.  

 

What is Inventory Tracking? 

Inventory tracking refers to the process of monitoring, recording, and managing all items used and stored in a laboratory. This includes: 

  • Knowing what items are in stock 
  • Understanding how much is available 
  • Tracking when items are used, expired, or need to be reordered 
  • Knowing where everything is stored 

Effective inventory tracking ensures that the lab runs smoothly, with all required materials available when needed. It also plays a key role in safety and compliance—especially when handling hazardous materials like chemicals or biological samples. 

 

What Challenges do Labs Face While Trying to Track Inventory? 

Despite its importance, inventory tracking is often far from perfect in labs. Here are some of the biggest reasons why: 

  1. Manual Processes

Many labs still rely on spreadsheets or even paper logs to manage inventory. These methods are not only time-consuming but are also prone to errors. A missed entry or an outdated sheet can lead to stockouts or over-ordering. 

  1. Lack of Centralized Systems

In some labs, inventory data is scattered across different notebooks, emails, or departments. Without a centralized system, it’s difficult to get a full picture of what’s available, what’s missing, and what needs to be restocked. 

  1. High Staff Turnover

Labs often face frequent staff changes, especially in academic or research institutions. New staff may not be trained in existing tracking methods, leading to inconsistencies and missing information. 

  1. Unclear Responsibilities

Sometimes, no single person is assigned the role of inventory manager. When multiple people handle inventory without coordination, it results in duplicate records, misplaced items, or forgotten orders. 

  1. Improper Labeling or Storage

Items that aren’t labeled properly or stored in the wrong place can be hard to find. This can make it seem like the lab is out of stock even when it’s not. This wastes time and resources. 

  1. Expiration and Waste

Perishable items like chemicals or biological samples have expiration dates. Poor tracking can result in expired products being used in experiments or disposed of late, which can be both dangerous and costly. 

 

What are the Inventory Tracking Best Practices? 

  1. Use Digital Inventory Management Systems

Instead of using spreadsheets or notebooks, labs should switch to digital inventory software. These systems offer many benefits: 

  • Track inventory in real time: You’ll always know what’s in stock and what’s running low. 
  • Get alerts: The system can notify you when items are close to expiring or when stock levels drop. 
  • Control access: You can assign roles so only certain people can edit the inventory, keeping things secure and organized. 
  • Create reports automatically: No need to manually count and calculate. The system can generate useful summaries and data. 
  • Cloud access: If the system is cloud-based, your team can log in from any device—computer, tablet, or phone. In short, it makes collaboration easier. 

 

  1. Assign Inventory Roles Clearly

It’s important to know who’s responsible for managing the inventory. So, never let everyone update the records randomly. Instead: 

  • Assign a specific person or a small team to handle all inventory-related tasks. 
  • Train them properly so they understand how to use the software and follow standard procedures. 
  • This avoids confusion and helps keep the inventory data clean and accurate. 

 

  1. Label Everything Clearly

If items aren’t labeled properly, they can get lost or misused. 

  • Use barcodes or QR codes for each item so they can be scanned easily. 
  • Labels should include important details such as: 
  • Item name 
  • Quantity 
  • Expiry date 
  • Storage instructions (if needed) 
  • Clear labels help staff find and use items quickly, and reduce the risk of using the wrong chemical or product. 

 

  1. Track Usage Regularly

Don’t wait until the end of the month to update the inventory. 

  • Update the system as items are used, not after everything is gone. 
  • This gives you a real-time view of what’s available and helps avoid surprises like running out of critical supplies. 
  • It also helps with planning ahead and placing orders on time. 

 

  1. Audit Periodically

Even with good tracking, mistakes can happen—things might be misplaced, or someone might forget to log a used item. 

  • Set a regular schedule for audits—monthly or quarterly is ideal. 
  • During an audit, compare what’s recorded in the system with what’s actually in storage. 
  • Fix any mismatches right away to keep your records accurate. 

 

  1. Train Your Staff

Inventory tracking isn’t just the job of one person—everyone who uses lab materials should know the basics. 

  • Train all team members on how to log items correctly. 
  • Teach them how to handle chemicals or samples safely. 
  • Make sure they understand why accurate tracking is important—for safety, budgeting, and efficiency. 

 

How can Chemical Inventory Management Software Help?  

 

  1. Real-Time Inventory Tracking

The software updates your inventory as soon as chemicals are added, used, or removed. 

  • You can always see exactly what’s in stock. 
  • It helps prevent over-ordering or running out of critical materials. 
  • No more guesswork or delays caused by outdated records. 

 

  1. Automated Alerts for Reorder and Expiry

Some software notifies you when: 

  • Stock levels drop below a set threshold. 
  • A chemical is nearing its expiry date. 

These alerts help ensure you always have what you need and avoid using expired or unsafe substances. 

 

  1. Improved Labeling and Scanning

Most systems support barcodes or QR codes. 

  • This allows staff to scan items quickly instead of typing them manually. 
  • It reduces human errors and makes inventory updates faster and more accurate. 

 

  1. Centralized Database

With a chemical inventory management software all your chemical data—locations, quantities, SDSs (Safety Data Sheets), and usage history—is stored in one system. Therefore, 

  • No need to check multiple spreadsheets or paper files. 
  • Anyone with permission can access the same up-to-date information anytime, from any device. 

 

  1. User Access Control

You can control who can view, add, or edit inventory. 

  • Only trained staff can make changes. 
  • This keeps your data secure and consistent. 

 

  1. Audit Support and Reporting

The software can generate reports for: 

  • Inventory status 
  • Usage trends 
  • Compliance tracking 
  • Audit history 

This is especially helpful during safety inspections or regulatory audits. 

 

  1. Safe Chemical Handling

Many platforms integrate SDS documents and hazard warnings. 

  • Staff can quickly view safety information when handling chemicals. 
  • It promotes safer practices and better compliance with safety standards. 

 

Conclusion 

Inventory tracking might seem like a behind-the-scenes task, but it plays a critical role in keeping labs safe, efficient, and compliant. Without proper systems in place, labs risk stockouts, expired chemicals, misplaced items, and even safety violations. 

By moving to digital tools, training staff, labeling items clearly, and establishing consistent tracking routines, labs can eliminate these challenges. The result? Fewer disruptions, better resource management, and more time to focus on what truly matters—scientific progress, innovation, and protecting people.