A consistent inventory count is the simplest tool for protecting margin. Here’s how to set one up from scratch.
Before you start
You’ll need a spreadsheet or inventory app, a list of every product and unit size, your sales report and about an hour each week when the bar is closed.
Steps
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Organize storage in a fixed order
Arrange every storage area and bar station in a consistent layout. Your count sheet will follow the same order, which makes counting fast and reduces missed items.
Tip: Label shelves so products always return to the same spot.
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Create a count sheet
List every product in shelf order with its unit size. Use a spreadsheet or inventory app. Include columns for full units and partial bottles measured in tenths or by weight.
Tip: Measure partials consistently, by tenths or weight.
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Pick a fixed time
Count at the same time each week, before opening or after close, when no product is moving. Consistency makes week-to-week comparisons meaningful.
Tip: Two people counting can be faster and more accurate.
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Calculate usage
Usage equals beginning inventory plus purchases minus ending inventory. Compare usage against what your sales say you should have used based on your recipes.
Tip: Use recipe-based expected usage for comparison.
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Investigate variances
When usage and sales don’t match, look for causes: overpouring, unlogged comps, spills, wrong recipes or theft. Check the waste log and talk with the team.
Tip: Keep a waste log next to each station.
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Adjust pars and repeat
Use the results to set par levels for each product and update them before big events. Share results with managers and repeat every week.
Tip: Raise pars ahead of big events.
Scaling up as you grow
Once weekly counts are routine, add depth. Track beer, wine and non-alcoholic products alongside spirits. Add receiving checks, comparing every delivery against the invoice before signing. Introduce spot counts of high-value products between full counts to catch issues sooner.
If you’re using a spreadsheet, consider moving to an inventory app that connects with your point-of-sale system. That can speed up calculations and highlight variances automatically. Whatever tool you use, keep the fundamentals: a fixed count time, organized storage, measured pours and a waste log. Train at least two people to run counts so the process doesn’t depend on one person. Review trends quarterly, looking at pour cost over time, seasonal swings and the impact of menu changes. Share wins with the team. Strong inventory habits protect margin every single week, and in a royalty-free model like SHOTS, every improvement stays in your business.
A final note on timing: the first few counts will feel slow. Expect that, and resist the urge to skip a week. Each count gets faster as the team learns the layout and the sheet, and within a couple of months most bars find the weekly count becomes a quick, predictable routine. The data you collect in those early weeks also becomes your baseline, which makes every later improvement easy to see and easy to share with your managers and partners.
Common mistakes to avoid
- Counting at different times each week.
- Ignoring small variances until they become big ones.
- Not sharing results with managers.
Final tips
Inventory control is a habit, not a project. Small weekly improvements add up over a year, and in a royalty-free model those savings stay in your business.
Frequently asked questions
How often should I count?
Weekly is common for liquor; consistency matters most.
What is a par level?
The amount of each product you aim to keep on hand.
How do I reduce variance?
Measured pours, written specs and a waste log.
Where SHOTS fits
SHOTS is a nightlife brand built over more than a decade on quality, ambiance and unforgettable experiences. Through brand licensing, one one-time payment gives you permanent rights to the SHOTS brand, recipes, menus and other brand assets, with no royalties, no terms and no renewals. Pay once, yours for good. Licensees operate independently and keep 100% of the profits. Every SHOTS location is unique. We strive to save startup costs for owners wherever possible, without ever sacrificing the SHOTS experience.
The SHOTS rights include:
- The right to use the SHOTS brand name in your territory.
- Access to the proven SHOTS recipes and menus.
- Digital media rights and more than a decade of SHOTS digital materials.
- Rights to produce branded merchandise.
- A location page on shotsbar.com/.
Ready to talk about your market? Request licensing info and our licensing team will reach out. Each licensing deal is tailored to fit your territory, so the first conversation is about your market, your plans and how SHOTS could work there.
