So führen Sie eine Bestandsprüfung durch: Techniken, Herausforderungen und Lösungen für Vermietungsunternehmen

Hubtigers Mietsoftware provides real-time inventory tracking, allowing you to monitor when stock is being checked out and returned. The daily rental summary gives your team a clear view of all activities, ensuring nothing is missed. Additionally, push notifications sent via the portal keep your team updated in real-time, so everyone knows exactly what’s happening. With in-depth reporting and insightful analytics, Hubtiger streamlines the audit process, making it both comprehensive and efficient.

Regular inventory audits are key to maintaining operational efficiency and optimising stock management. Understanding how often to stocktake or audit is essential for high-turnover businesses; monthly or quarterly audits ensure stock levels are accurate and ready to meet demand.

Additionally, annual comprehensive audits provide a deeper review of your inventory, helping you uncover inefficiencies and align your strategy for the year ahead. For businesses with seasonal peaks, performing audits before and after busy periods ensures equipment is in optimal condition and highlights items needing repair or replacement.

Below, we will explore five proven methods to streamline your inventory audit process. To make these techniques more practical and relatable, we will use a bicycle rental store as an example, highlighting how these strategies can be applied to real-world scenarios.

Performing a manual stock audit is one of the most reliable ways to ensure that physical stock matches recorded data. It’s a hands-on method that requires careful planning and execution but provides invaluable insights into stock accuracy.

Physical checks provide a clear picture of what’s available, highlight discrepancies, and help identify items that need repairs or replacements. This ensures your rental business is always ready to meet customer demand.

Plan the audit during a quieter time, such as early mornings or off-peak seasons, to minimise disruptions. Establish clear goals for the audit, such as checking stock conditions, ensuring availability, or identifying repairs. Gather all necessary materials, including an inventory audit checklist, labelling supplies, and data from your chosen rental software. For small rental stores without advanced software, consider using simple tools like a physical stock count checklist, spreadsheets or manual logs to organise inventory data effectively.

Categorise items logically based on their type, location, or frequency of use. For instance, group electric bikes, mountain bikes, and helmets into separate sections in your storage area. Use physical labels attached to each item, such as durable tags or QR codes, to provide essential details like item name, condition, and assigned location. If your shop operates across multiple sites, ensure each item is labelled with its designated site to avoid mix-ups and facilitate accurate tracking during the audit process.

Divide the team into groups and assign specific sections of inventory to each group, such as electric bikes, helmets, or smaller accessories. Train your staff on using your chosen rental software to ensure they can accurately compare inventory counts, log discrepancies, and update item statuses in real time. Provide hands-on practice to build confidence and ensure efficient use of the software across your operation.

Ensure team members carefully flag all damaged items or those requiring repairs, using the software to mark their status. Encourage them to compile a list of missing items, gathering data on each item’s last known rental details, such as whether it was checked back in or collected.

Compare the physical counts recorded during the inventory audit with your current data. Investigate discrepancies to determine whether items are misplaced, damaged, or missing. For missing items, review transaction histories, check customer records, and identify patterns to address gaps in inventory tracking. 

For flagged items requiring repairs, utilise any integrated repair features in your software. For example, with integrated repair and rental software like Hubtiger, you can make changes to flagged items directly within the rental software listing. Once an item is identified as needing repairs, the system allows you to schedule it for service and create a job card or work order, which is then transferred to the repair section of the software. 

The system automatically removes the item from the active rental inventory. Once the technician completes the repair and updates the job status in the Reparatursoftware, the item seamlessly reappears in the rental software, making it available for customers to book.

A comprehensive inventory audit ensures that inventory data aligns with physical stock, reducing the risk of errors or discrepancies. Flagging and addressing damaged or missing items proactively minimises downtime and prevents issues like renting out items that need repairs. Integrated systems between rental and Reparatursoftware streamline this process further, ensuring your inventory remains accurate, operational, and ready to meet customer demand efficiently.

Strategic random sampling involves auditing a smaller, representative portion of your inventory instead of the entire stock. This approach is useful for businesses with large inventories or limited resources, enabling you to gain valuable insights without the need for a full-scale audit.

Sampling saves time and resources while still uncovering patterns, trends, or discrepancies that could indicate larger issues. This technique ensures that inventory remains accurately monitored even during resource-constrained periods.

Begin by categorising your inventory into logical groups based on specific criteria. Examples include rental frequency (e.g., high-demand items like electric bikes vs. low-demand items like child trailers), value (premium rentals vs. budget options), or type (bikes, helmets, or other accessories). Ensure each category has clear boundaries to avoid overlap, making the inventory checks more efficient.

Determine the sample size using statistical methods or simple percentages. For example, audit 10–20% of items in each category to ensure accurate representation. Be consistent in your selection process to avoid bias, such as using random number generators or selecting every tenth item from a list.

Begin the inventory audit by examining the selected items thoroughly for accuracy, wear, and rental readiness. Inspect each item for damage, cleanliness, or operational issues. Log findings, flag discrepancies, and compare data against existing records for consistency.

Analyse the results of your sample audit to identify broader trends, such as high damage rates in a specific item type or frequent mismatches between inventory records and actual stock. Use these insights to determine if further investigation or a full audit is warranted. For example, if 15% of electric bikes show wear and tear, you may decide to prioritise repairs or replacements for this category

An inventory audit, like a strategic random sampling, provides a reliable snapshot of your inventory while saving time and resources. This method allows you to detect potential issues early, optimise stock management, and make informed decisions without the need for exhaustive audits. It ensures your operations remain efficient and your inventory stays aligned with customer demand.

Temporarily halting inventory transactions provides a clear and undisturbed snapshot of stock levels at a specific point in time. This method is essential for conducting accurate audits without the influence of ongoing changes.

By halting rentals, returns, or repairs temporarily, you eliminate variables such as overlapping transactions or movement delays. This allows your audit to reflect an accurate and undistorted inventory count.

To begin this auditing procedure, select a suitable time to pause all inventory-related transactions. Off-peak hours or the end of the day are ideal as they minimise disruptions. Clearly communicate this to your team and customers well in advance to avoid confusion and ensure cooperation.

Ensure that each item is accounted for and tagged with its current status (e.g., rented, available, or under maintenance). Double-check the data entry for high-value items like electric bikes or seasonal equipment to ensure accuracy.

Use the pause period to conduct the audit systematically. Inspect each item for wear, damage, or readiness for rental. Cross-check physical counts against recorded data in your inventory system and flag discrepancies immediately for follow-up.

After completing the inventory audit, address discrepancies by adjusting records or scheduling repairs for flagged items. Share the audit findings and next steps with your team, ensuring everyone is aware of any required changes or actions. Then, seamlessly resume transactions by updating the system with corrected data.

Temporarily pausing inventory movements ensures that your records reflect accurate and undisturbed stock levels. This approach reduces errors caused by overlapping transactions, improves accountability, and provides a clear foundation for future inventory planning and decision-making. It also streamlines operational processes by highlighting issues that can be addressed immediately.

Every inventory item incurs costs such as storage, maintenance, and insurance. Assessing these costs helps you understand their impact on profitability and identify areas for optimisation.

Understanding the costs tied to your inventory is critical for optimising your business. It helps you make informed decisions about setting competitive pricing, reallocating underperforming assets, or retiring items that no longer contribute to profitability. Clear cost analysis allows you to streamline operations and focus resources on inventory that drives the most value for your rental business.

Calculate storage expenses for different inventory categories, including rent, utilities, and allocated space. For example, compare the storage cost of bikes versus smaller accessories to evaluate efficiency. Keep detailed records of these costs and review them periodically to spot opportunities for space optimisation or consolidation.

Maintain detailed records of repair and upkeep costs for high-value items. Include parts, labour, and maintenance frequency to identify recurring expenses. For instance, track how often electric bikes require new parts versus standard bikes to allocate maintenance budgets effectively.

Review insurance policies to ensure adequate protection for your inventory while avoiding over-insurance. Check policy limits and deductibles to ensure they align with the value and risk profile of your inventory.

Utilise rental software with a robust reporting tool to identify inventory items with high costs relative to their revenue contribution. Plan adjustments accordingly, such as reallocating or replacing cost-heavy assets. For example, if helmets have high maintenance costs but low rental frequency, consider reducing stock or exploring alternative suppliers.

A clear understanding of associated costs empowers better financial planning, controls expenses, and ensures that your inventory remains profitable. By proactively managing costs, you can allocate resources more effectively and maintain a competitive edge.

Obsolete items take up valuable space and resources while offering little to no return on investment. Identifying and managing these items during your inventory audit is crucial for optimising inventory.

Proactively addressing obsolete stock reduces storage costs, avoids unnecessary clutter, and frees up resources for high-performing inventory. Additionally, analysing obsolete stock trends during your inventory audit can provide valuable insights into underperforming categories and guide strategic decisions to optimise inventory planning. For an in-depth understanding of how tracking key metrics can elevate your rental business, explore our blog on 12 KPIs und Kennzahlen für die Gerätevermietung, die Sie verfolgen sollten, um den Erfolg sicherzustellen.

Review rental history regularly to identify items that are rarely rented or outdated. Focus on categories with declining demand, such as older bike models, and assess whether they are still worth retaining. Create a timeline to review items monthly or quarterly to catch trends early.

Assess whether items still meet safety and operational standards. Items that fail these checks should be prioritised for retirement. For instance, a helmet with visible cracks or frayed straps should be immediately removed from stock and removed from your rental software to ensure a customer cannot rent it out.

During your inventory audit, decide whether obsolete items can be refurbished, sold, or recycled. For example, older bike models might be donated or sold at a discount. To make handling retired items easier, develop partnerships with local charities or second-hand equipment stores. If refurbishment is viable, include a cost-benefit analysis to determine whether the effort is worth the return.

Update your inventory records to accurately reflect the removal of obsolete items. Clearly label these items and document their disposal method for accountability. Promptly remove these items from your rental software to prevent customers from renting dangerous or non-functional items. Additionally, generate detailed reports on retired or removed items to guide future purchasing decisions and improve inventory management.

Removing obsolete stock streamlines operations, reduces costs, and ensures that inventory is focused on revenue-generating items. This process also enhances the overall efficiency of your storage spaces and improves the availability of in-demand items.

Conducting an inventory audit for the first time can feel overwhelming, but breaking it down into clear, manageable steps makes it simple and effective. Before diving into these steps, consider which inventory audit technique outlined above is best suited for your store’s needs, whether it’s a full physical check, random sampling, or temporarily halting inventory movements.

Below are five audit steps for inventory control to ensure a successful and efficient audit process.

Define clear goals for your inventory audit. Are you verifying stock levels, identifying damaged items, or preparing inventory for an upcoming peak season? Write down these goals and share them with your team to ensure alignment. For example, a bicycle rental store might prioritise confirming the condition of high-demand electric bikes before a busy summer season.

Organise your storage areas to make the audit process smoother. Group similar items, such as electric bikes, helmets, and accessories, into clearly defined sections. Label every item with essential details, including its last rental date, current condition, and assigned location. This preparation ensures that your team can work efficiently and prevents unnecessary delays.

Offer hands-on training sessions to familiarise your team with the inventory audit process and any tools or software they will be using. For instance, show your team how to schedule repairs for flagged items directly from the rental software. Ensure that those items are automatically removed from the active inventory list until repairs are completed. Simulate common scenarios, like handling missing items or damaged stock, to build their confidence and competence.

Divide the workload by assigning specific sections of the inventory to individual team members or small groups. Ensure every item is thoroughly checked for accuracy and condition. Use your rental software to update the status of items as needed, such as marking them for repair or removal to prevent further issues. For example, a team member responsible for checking mountain bikes should also flag any requiring repairs and adjust their status on your rental software accordingly.

Once the inventory audit is complete, compile all findings into a comprehensive report. Highlight key discrepancies, such as missing items or damaged stock, and outline the next steps, like scheduling repairs or reordering essential items. Share this report with your team to ensure everyone is aware of the outcomes and follow-up actions. Use these insights to improve inventory processes and plan future audits more effectively.

Here are some common challenges rental businesses face when conducting an inventory audit, along with practical solutions to address them effectively.

Challenge: Differences between physical stock and recorded data can result in revenue loss and disrupt operational efficiency.

Solution: Implement standardised inventory procedures to reconcile physical inventory with software records regularly. To minimise manual errors, use integrated systems for real-time tracking.

Challenge: Items can go missing due to theft, misplacement, or unreturned rentals.

Solution: Implement tamper-proof tags for high-value items and maintain a detailed rental log. Conduct regular spot checks and investigate discrepancies promptly.

Challenge: Procrastination in conducting audits can exacerbate inaccuracies and make discrepancies harder to resolve.

Solution: Schedule routine audits at regular intervals (e.g., monthly or quarterly) and use reminders to ensure they are prioritised.

Challenge: Pausing transactions during audits can disrupt business operations and customer experience.

Solution: Plan audits during off-peak hours or low-demand periods to minimise disruptions. Use phased auditing techniques to keep parts of the business operational.

Challenge: Comprehensive audits can require significant time and resources.

Solution: Use strategic random sampling techniques to reduce the scope of audits while maintaining accuracy. Leverage software tools to automate repetitive tasks.

Challenge: Excess inventory can tie up capital and increase storage costs.

Solution: Überwachen Sie Lagerbestände und Miettrends, um Artikel mit geringem Umsatz zu identifizieren. Passen Sie Einkaufs- oder Mietstrategien an, um die Lagerbestände zu optimieren.

Challenge: Fehler bei der Dateneingabe können den gesamten Bestandsprüfungsprozess beeinträchtigen.

Solution: Implementieren Sie doppelte Prüfverfahren für Ihre Geschäfte und verwenden Sie Software mit automatisierten Datenvalidierungsfunktionen, um menschliche Fehler zu minimieren.

Challenge: Veraltete oder schlecht strukturierte Prozesse verlangsamen Audits und verringern ihre Effektivität.

Solution: Optimieren Sie Arbeitsabläufe, indem Sie detaillierte Checklisten erstellen und Prüfverfahren standardisieren. Schulen Sie Ihre Mitarbeiter darin, diese Prozesse konsequent einzuhalten.

Challenge: Mangelnde Lagertransparenz über mehrere Standorte hinweg kann zu Fehlern und Ineffizienzen führen.

Solution: Verwenden Sie Software, die eine zentrale Nachverfolgung und Berichterstattung für alle Standorte ermöglicht. Stellen Sie sicher, dass Daten in Echtzeit zugänglich sind.

Challenge: Beschädigte Artikel können unbemerkt bleiben und zu negativen Kundenerlebnissen und Umsatzeinbußen führen.

Solution: Nehmen Sie bei jeder Bestandsaufnahme eine gründliche Zustandsbewertung vor. Markieren Sie beschädigte Artikel zur Reparatur und aktualisieren Sie deren Status in Ihrem System.

Challenge: Die Verwaltung von Lagerbeständen an mehreren Standorten stellt logistische Herausforderungen dar.

Solution: Bestimmen Sie standortspezifische Prüfteams, um die Genauigkeit sicherzustellen, indem Sie die Mitarbeiter die Artikel an ihren jeweiligen Standorten physisch überprüfen lassen. 

Um einen reibungslosen Betrieb aufrechtzuerhalten und sicherzustellen, dass Ihr Vermietungsgeschäft die Kundenanforderungen effektiv erfüllt, ist eine gründliche Bestandsprüfung von entscheidender Bedeutung. Hubtigers Vermietungssoftware bietet robuste Berichtsfunktionen, die umsetzbare Erkenntnisse liefern, Echtzeitbenachrichtigungen, um Ihr Team über Artikelstandorte auf dem Laufenden zu halten, und die Möglichkeit, den Lagerbestand nahtlos über mehrere Filialstandorte hinweg zu verwalten.

Unsere Vermietungssoftware ermöglicht es Ihnen, datengesteuerte Entscheidungen zu treffen, um die Lagerverteilung zu optimieren und sicherzustellen, dass jeder Standort über das verfügt, was er benötigt. Ob es sich um die Umverteilung des Lagerbestands auf der Grundlage der Nachfrage oder die Kennzeichnung von Artikeln zur Reparatur handelt, unsere Software optimiert jeden Aspekt von Bestandsverwaltung.

Wenn Sie bereit sind, Ihren Bestandsprüfungsprozess zu verbessern und Ihre Abläufe zu rationalisieren, Planen Sie eine Demo oder Starten Sie eine 7-tägige kostenlose Testversion um zu erleben, welchen Unterschied Hubtiger für Ihr Unternehmen machen kann.