How to Manage Tattoo Supply Inventory Efficiently
Running out of 3RL cartridges during a line session is the kind of nightmare that makes you want to throw things. I covered the basics of inventory management in our best inventory tools article. This guide goes deeper into the practical workflow of keeping supplies stocked without overspending.
The Weekly Inventory Check (5 Minutes)
Every Monday morning, before your first client, walk through your supply area with a checklist. This is the single most important inventory habit.
What to check:
Needles/Cartridges (Check Boxes)
For each configuration you use, note whether you’re above or below your reorder point:
| Configuration | Reorder Point | Stock | Order? |
|---|---|---|---|
| 1RL | 1 box | ✓ | No |
| 3RL | 2 boxes | ✓ | No |
| 5RL | 2 boxes | ☐ 1 box left | YES |
| 7RL | 1 box | ✓ | No |
| 9RL | 1 box | ✓ | No |
| 7M1 | 2 boxes | ☐ 1 box left | YES |
| 9M1 | 2 boxes | ✓ | No |
| 11M1 | 1 box | ✓ | No |
| 15M1 | 1 box | ✓ | No |
Ink (Visual Check)
Estimate remaining volume for each:
- ☐ Below 25% → ORDER NOW
- ☐ 25-50% → Note it, order next week if still declining
- ✓ Above 50% → Fine
Consumables
| Item | Minimum Stock | Current | Order? |
|---|---|---|---|
| Nitrile gloves (M) | 3 boxes | 4 boxes | No |
| Nitrile gloves (L) | 2 boxes | 1 box | YES |
| Barrier film | 2 rolls | 3 rolls | No |
| Stencil paper | 1 pack | ✓ | No |
| Green soap | 1 gallon | ✓ | No |
| Ink caps (sm/lg) | 2 bags each | ✓ | No |
| Paper towels | 4 rolls | 2 rolls | YES |
| Madacide spray | 1 bottle | ✓ | No |
Total time for this check: 5 minutes. That’s it. Five minutes every Monday prevents every “we’re out of X” emergency.
Setting Reorder Points
Your reorder point for each item depends on two factors:
- Weekly usage rate — how fast you go through it
- Lead time — how long delivery takes
Formula: Reorder point = (Weekly usage × Lead time in weeks) + Safety buffer
Example: You use 1 box of 3RL cartridges per week. Your supplier delivers in 5 business days (1 week). Safety buffer: 1 extra box.
Reorder point = (1 × 1) + 1 = 2 boxes. When you hit 2 boxes, order.
For items you use rarely (specialty needles, uncommon ink colors), keep 1 backup unit. When you open the backup, order a replacement immediately.
Tracking Supply Costs
Most tattoo artists and shop owners have no idea what they spend on supplies. Start tracking and you’ll find savings.
Simple tracking method: Add a “Supply Orders” tab to a Google Sheet:
| Date | Supplier | Items | Quantity | Cost | Per-Unit Cost |
|---|---|---|---|---|---|
| 1/6 | Kingpin | 3RL cartridges | 5 boxes | $125 | $25/box |
| 1/6 | Kingpin | Gloves (M) | 10 boxes | $89 | $8.90/box |
| 1/13 | Amazon | Paper towels | 12 rolls | $24 | $2/roll |
After 3 months, analyze:
- Total monthly supply spend
- Supply cost as % of revenue (target: 5-8%)
- Per-item cost trends (are prices rising?)
- Supplier comparison (same item from different suppliers)
Bulk Buying Strategy
Buying in bulk saves 15-25% on most tattoo supplies. Here’s what to bulk buy and what not to:
Bulk buy (long shelf life, predictable usage):
- Nitrile gloves — order quarterly, save 15-20%
- Paper towels — non-perishable, buy in bulk
- Barrier film — long shelf life
- Green soap — concentrated, lasts forever
- Ink caps — tiny, no expiration
- Madacide/disinfectant — large containers cheaper per ounce
Don’t bulk buy:
- Ink — opened bottles should be used within 12-18 months; don’t stock colors you rarely use
- Specialty needles — usage is unpredictable; order as needed
- Aftercare products (if selling) — check expiration dates
Best bulk suppliers:
- Kingpin Supply — good bulk pricing, reliable shipping
- Painful Pleasures — wholesale pricing for shops
- Amazon — great for non-tattoo-specific items (gloves, paper towels, cleaning supplies)
- Costco/Sam’s Club — best prices for paper towels, cleaning supplies
Multi-Artist Inventory Management
When multiple artists share supplies, inventory gets chaotic fast. Here’s how to manage it:
Shared vs. personal supplies:
| Shared (Shop Provides) | Personal (Artist Provides) |
|---|---|
| Gloves (all sizes) | Machines |
| Barrier film | Personal grip/pen covers |
| Paper towels | Specialty inks (artist preference) |
| Green soap | Preferred needle brands (if different from shop standard) |
| Cleaning supplies | |
| Ink caps | |
| Standard ink set | |
| Standard needle/cartridge assortment |
The “last box” rule: When anyone opens the last box of anything, they tell the person responsible for ordering (or add it to a shared “order needed” list). Simple, effective, requires minimal effort.
Accountability: If one artist is consistently wasting supplies (overpouring ink, using excessive barrier film, opening supplies they don’t finish), address it in a private conversation. Supply waste comes out of the shop’s margin.
Inventory Software Options
For most shops, a clipboard checklist or Google Sheet works fine. But if you want to automate:
Porter ($79-249/mo): Includes basic inventory tracking integrated with shop management. Set reorder alerts, track costs alongside revenue data.
TattooPro.io Studio ($89/mo): Basic supply tracking on the Studio plan.
Sortly ($0-49/mo): Dedicated inventory app with photo-based tracking, QR code scanning, and low-stock alerts. Free for up to 100 items.
Square for Retail (Free with Square): If you sell aftercare products or merch, Square’s built-in inventory tracks retail stock automatically with every sale.
The Cost of Bad Inventory Management
| Problem | Cost |
|---|---|
| Emergency supply run mid-session (2 hours lost) | $350-500 in lost chair time |
| Rush shipping on forgotten order | $30-50 per order |
| Stockout causing rescheduled client | $200-600 in lost revenue + client frustration |
| Overstock of rarely-used ink (expires) | $50-200/year wasted |
| Not tracking costs, paying retail instead of bulk | $500-2,000/year |
A 5-minute weekly check and a basic tracking system prevents all of this. There’s no excuse.
Quick Start
Today: Print a checklist of every supply you use. Walk through your supply area and note current stock levels.
This week: Set reorder points for each item. Mark “order” for anything below the reorder point.
Going forward: Check the list every Monday. Order what’s needed. Log the order. Done.
Total time investment: 5 minutes per week + 30 minutes initial setup. The ROI is immediate.
Frequently Asked Questions
How do tattoo shops track inventory?
Physical checklist, shared Google Sheet, or shop management software. The key is weekly consistency — whatever system you use, check and update it every Monday.
How much should tattoo shops spend on supplies monthly?
5-8% of gross revenue. Solo artist doing $8,000/month: $400-640. 3-artist shop doing $25,000/month: $1,250-2,000. Bulk buying reduces costs 15-20%.