Our guide to Laboratory Stock Management

In a lab, every reagent, sample, and piece of equipment matters. When supplies aren’t where they should be--or worse, when they’ve expired--research stalls, timelines stretch, and costs climb.

That’s why efficient lab stock management is more than just “keeping shelves organized.” It’s the backbone of productivity, compliance, and research integrity.

The SciSure Scientific Management Platform (formerly eLabNext) is redefining how labs handle stock by moving beyond spreadsheets and paper logs to automated, real-time tracking.

In this blog, we will cover:

• What is laboratory stock?
• Common challenges in laboratory stock management
• Improving laboratory stock management with digital lab solutions
• Best practices for effective laboratory stock management

Read on as we explore the challenges associated with managing lab stock and discuss how digital solutions like SciSure for Inventory Management can help optimize your lab’s efficiency and effectiveness.

What is laboratory stock?

Laboratory stock includes all the materials and resources your lab relies on—reagents, chemicals, consumables, and equipment. Managing this stock isn’t just about knowing what you have on hand. It also means:

• Monitoring usage trends to prevent over- or understocking
• Tracking expiration dates to ensure quality and safety
• Managing storage conditions so materials stay usable
• Planning for long-term projects and budgeting effectively

Without proper oversight, labs risk project delays, wasted materials, and increased costs.

Common challenges in laboratory stock management

Stock management can make or break a research project. Here are the biggest hurdles labs face--especially when relying on manual processes:

Over- and under-stocking

Challenge: Labs often struggle to maintain the right balance of stock. Overstocking occurs when more materials are ordered than needed, leading to excess inventory that may expire before use. Understocking, on the other hand, happens when insufficient stock is ordered, causing delays in research or halting experiments altogether.

Consequences: Overstocking leads to wasted resources, as excess materials may become obsolete or expire. This not only increases costs but also takes up valuable storage space. Understocking can be equally detrimental, as it can disrupt research timelines and lead to missed deadlines or opportunities.

Manual tracking and human error

Challenge: Many labs still rely on manual processes to track stock levels, using spreadsheets or even paper records. This method is prone to human error, such as miscounts, data entry mistakes, or overlooked items.

Consequences: Inaccurate stock levels can lead to operational inefficiencies, such as running out of critical supplies or over-ordering materials that are already in stock. These errors increase costs and waste time as lab staff must correct discrepancies and ensure that the right materials are available.

Keeping track of expiry dates

Challenge: Managing the expiry dates of chemicals and reagents can be challenging, especially in larger labs with significant inventory. Expired materials pose safety risks and can compromise the quality of experiments.

Consequences: Using expired materials can lead to compromised experiments, invalid results and safety hazards. Additionally, the disposal of expired materials contributes to waste and increases operational costs.

Inefficient reordering processes

Challenge: Traditional reordering processes often involve manually checking stock levels and placing orders, which can be slow and prone to oversight. This can result in stockouts or delays in receiving critical supplies.

Consequences: Inefficient reordering processes can disrupt lab schedules and delay experiments, especially when essential materials are not available on time. This not only hampers productivity but can also increase costs if urgent orders or expedited shipping are required.

These common challenges and consequences underscore the importance of implementing robust laboratory stock management practices. A sure way to achieve this is by leveraging digital solutions designed to boost efficiency and consistency in stock management.

Improving laboratory stock management with digital lab solutions

The SciSure Scientific Management Platform (SMP) combines ELN and LIMS capabilities in one system, giving labs full control over stock.

Here’s how it transforms inventory management:

• Automated stock tracking: Eliminate manual inputs. Every stock movement is logged automatically, providing real-time accuracy.
• Real-time monitoring: Get instant alerts for low inventory or approaching expiration dates—before they become issues.
• Expiry date tracking: Automated reminders prevent expired reagents from slipping into experiments, safeguarding results and saving costs.
• Automated reordering: Set thresholds for supplies. When stock runs low, SciSure generates purchase orders, ensuring you never face shortages.

Together, these features reduce waste, cut costs, and keep research on schedule.

Best practices for effective laboratory stock management

Even with a powerful platform, stock management works best when paired with good practices. Here are five to prioritize:

1. Conduct regular audits: Verify system accuracy with scheduled physical checks.
2. Train staff properly: Ensure everyone knows how to use the platform effectively.
3. Set reorder points: Define thresholds based on usage history and lead times.
4. Leverage reporting features: Use data insights to refine purchasing and reduce waste.
5. Implement FIFO (First-In, First-Out): Rotate stock to use older items first and avoid unnecessary waste.

With these practices, digital tools deliver even more value.

Stocking up on success

Poor stock management can derail even the best research. By pairing smart practices with the SciSure SMP, labs gain a reliable, automated system that ensures materials are always available, safe, and ready to use.

From automated stock tracking to expiry alerts and reordering, SciSure empowers labs to operate with confidence, efficiency, and control.

Ready to elevate your lab’s stock management? Feel the benefits of digital inventory management for yourself with a free personal demo.

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Originally published on October 17, 2024. Edited on August 11, 2025.