Stocktake 2025: What It Is and How to Do It Properly

Running an eCommerce business often feels like juggling plates. You have sales to monitor, customers to support, and orders to get out the door, all while keeping a close eye on stock levels. One of the most effective ways to stay in control of your inventory is by performing a stocktake.

At first, a stocktake might sound like a tedious task, but it is one of the most valuable processes you can carry out to protect your business. Whether you are an online retailer, Amazon seller or growing brand, a stocktake helps ensure that your inventory figures reflect reality and that every item is properly accounted for.

In this guide, we will explain what a stocktake is, why it matters, and how to do a stocktake effectively in 2025, with insights from the fulfilment experts at Blue30 Fulfilment.

What is a Stocktake

A stocktake, sometimes known as stock counting, is the process of physically counting all the items you have in stock and comparing that number against what is recorded in your inventory management system.

It acts as an audit, confirming that your digital records match the real-world inventory sitting in your warehouse.

For example, if your system says you have 500 units of a product, but a physical count shows only 480, that difference needs to be investigated. It could be due to damaged goods, theft, miscounts, or misplaced stock.

By identifying and resolving these mismatches, businesses can maintain accuracy and protect profitability.

Why Are Stocktakes Important

Many eCommerce owners dread the idea of stocktaking because it can be time-consuming, but it is one of the most critical parts of good business practice. A well-planned stocktake helps to:

1. Maintain Accurate Stock Records

Accurate inventory data underpins everything, from forecasting and budgeting to reordering and customer satisfaction. A stocktake gives you a clear picture of your stock position, helping you avoid mistakes such as over-ordering or running out of fast-selling items.

2. Detect Discrepancies and Shrinkage

When the recorded stock levels do not match what is physically in storage, it signals a problem. Regular stocktakes help you find out if there is an issue with data entry, supplier errors, theft, or misplaced items before they lead to costly losses.

3. Improve Demand Forecasting

Understanding what you have on hand enables you to make better purchasing decisions. You can identify your best sellers, see which products are not moving, and know exactly when to replenish your stock.

4. Comply with Accounting and Tax Requirements

In the UK, businesses often need to complete stock valuations for their annual accounts or VAT submissions. An accurate stocktake ensures that your financial reports show the true value of your assets.

5. Strengthen Warehouse Efficiency

A tidy, well-organised warehouse with accurate stock levels reduces order errors and improves fulfilment speed, resulting in happier customers and smoother operations.

Benefits of Regular Stocktakes for eCommerce Businesses

At Blue30 Fulfilment, we work with a range of UK-based eCommerce brands, from Amazon FBA sellers to boutique online retailers. We have seen first-hand how regular stocktakes can transform operations and prevent stock issues before they cause real problems.

Understand Your True Stock Levels

Inventory software can be excellent, but it is only as good as the data entered into it. A physical stocktake confirms whether your system matches reality and highlights any discrepancies. For instance, you might uncover products that were incorrectly categorised, misplaced, or damaged.

This clarity allows you to plan your restocks accurately and avoid both overstocking and understocking.

Assess the Accuracy of Your Inventory Management System

Most retailers rely on an Inventory Management System or an eCommerce platform like Shopify or Linnworks. While these systems automate much of the work, they cannot account for human errors, damaged goods, or theft.

By comparing your stocktake data with your system’s records, you can assess whether your technology is performing as expected. If there are consistent gaps, you may need to improve your inventory processes or change systems.

Prevent Shrinkage and Theft

Inventory shrinkage can be caused by employee theft, supplier errors, or handling mistakes. A regular stocktake increases visibility and accountability across your operation, helping you detect and resolve these issues quickly.

Identify Fast and Slow-Moving Stock

A stocktake also provides valuable insights into your product performance. You can see which SKUs sell quickly and which are taking up unnecessary storage space. This helps refine purchasing strategies and free up capital for items that sell faster.

Improve Cash Flow and Reduce Dead Stock

Tied-up stock means tied-up cash. A stocktake helps you keep your inventory lean and efficient, avoiding the costs associated with storing unsellable or outdated goods. This, in turn, improves cash flow and business flexibility.

How to Do a Stocktake in 2025

If you have not conducted a proper stocktake recently, or if you are looking for a more structured approach, follow these steps to carry out a successful count this year.

1. Plan Ahead

Timing matters. Schedule your stocktake during a quieter period, such as after a busy sales season or during a weekend when fewer orders are being processed.

Notify your team in advance and assign clear responsibilities. It may be best to temporarily pause fulfilment and receiving during the count to ensure no stock movements interfere with accuracy.

2. Prepare Your Warehouse

Before you start, ensure your storage areas are tidy and organised. Remove unnecessary packaging, clearly label shelves, and separate damaged items.

A clean workspace makes it easier to count accurately and reduces the risk of missing or double-counting products.

3. Gather Your Tools

You will need:

• Stock sheets or tablets for digital entry

• A complete list of SKUs and product descriptions

• Barcode scanners

• Calculators or counting scales

• Clipboards, pens, and labels

  
  

If you use cloud-based software, make sure your devices are charged and connected before you begin.

4. Set a Clear Cut-Off Point

Establish a specific cut-off time for receiving and dispatching goods. No stock should be moved in or out during the stocktake. This ensures that your count represents your true inventory at that moment.

5. Count Accurately

Avoid estimating quantities. Go through each SKU and count every item individually. Even if it takes longer, this ensures your records are correct.

If possible, have a colleague double-check high-value or fast-moving products to minimise human error.

6. Record Your Findings Clearly

Document every count carefully. If you are using digital software, update it as you go. For manual methods, ensure all entries are legible and complete before transferring them into your system.

Make notes of any damaged, misplaced, or missing stock to review later.

7. Compare Your Data

After the count, compare your physical results with your inventory system. Identify where numbers do not match and investigate the reasons.

Common causes include:

• Mislabelled products

• Counting mistakes

• Lost or damaged items

• Supplier errors

• Unrecorded returns

  
  

Recount where necessary and ensure that all corrections are logged for transparency.

8. Update Stock Levels

Once you are confident in the accuracy of your count, update your stock levels in your system. This ensures all departments, from sales to finance, have the most reliable data.

9. Review and Learn

A stocktake provides valuable insight into how efficiently your warehouse operates. Take time to review what worked well and what did not.

Ask yourself:

• Were some areas harder to count than others

• Did your team have enough information and tools

• Could technology make this process smoother next time

Many businesses now choose to perform smaller, rolling stock counts throughout the year rather than one large annual check. At Blue30 Fulfilment, we often recommend this approach to keep data accurate without causing disruption.

Stocktaking as Part of Wider Inventory Management

Stocktaking is an essential part of good inventory management, but it should not stand alone. For eCommerce businesses, especially those scaling rapidly, accuracy and efficiency must extend across all operations.

That includes how stock is received, stored, picked, packed, and shipped. This is where professional fulfilment partners like Blue30 can make a real difference.

When you work with Blue30 Fulfilment, your products are stored in a modern, secure UK warehouse. Our team handles the full process, from receiving and checking stock to order fulfilment and dispatch.

Through our advanced system, you can view real-time inventory updates, see product performance, and manage stock replenishments with confidence.

With expert oversight and technology designed to prevent errors, you can maintain complete visibility while freeing up time to focus on sales and growth.

How Blue30 Fulfilment Supports Your Stocktake and Inventory Control

Here is how Blue30 helps eCommerce businesses maintain control over their stock:

Real-time tracking: Your stock levels update automatically as orders are fulfilled.

Detailed reporting: Access data on product performance, turnover rates, and order accuracy.

Reduced losses: Every item is scanned and monitored to prevent shrinkage and misplaced stock.

Scalable solutions: As your business grows, our fulfilment capacity grows with you.

Expert support: Our experienced team takes care of the details, giving you peace of mind.

Final Thoughts

A stocktake may not be the most exciting part of running a business, but it is one of the most important. It ensures accuracy, prevents losses, and supports better decision-making. In a competitive online retail landscape, maintaining control over your inventory can make the difference between profit and loss.

In 2025, as online sales continue to expand, businesses with reliable inventory management will have a clear advantage.

If you are ready to simplify your stock management and gain total visibility, Blue30 Fulfilment is here to help. Our team combines technology, experience, and precision to keep your stock accurate and your business running smoothly.

Ready to take control of your stockContact Blue30 Fulfilment today to learn how we can support your next stocktake and optimise your entire fulfilment process.