Inventory how-to

How to plan inventory for samples

Treat samples as a separate SKU with its own small stock, not a slice of your sellable inventory.

Short answer: Treat samples as a separate SKU with its own small stock, not a slice of your sellable inventory. Set a fixed reorder point based on how many you give out per month, and reorder in a separate low-cost batch from your supplier.

Why samples need their own plan

Samples do not sell at the normal rate, so normal demand forecasting does not fit them well. If you mix sample units into the same stock count as sellable units, your forecast for the real product gets skewed and your on-hand numbers become unreliable for both.

Give samples their own SKU

Create a separate SKU or variant for the sample version of the product, even if it is physically identical to the full-size item. This lets you track how many samples you give out, set a reorder point just for that line, and keep it out of the sales velocity calculation for the main product.

Set a simple reorder point

Samples usually move at a steady, low, predictable rate tied to marketing activity or customer requests, not seasonal demand. Pick a reorder point based on your average monthly giveaway rate plus the supplier lead time, then round up to whatever case pack or minimum order the supplier requires.

Keep sample costs visible

Samples are usually cheap to produce or source but still cost money and take up storage space. Review the sample SKU every few months, if you are ordering far more than you give out, lower the reorder point or the order quantity.

Step by step

  1. Create a distinct SKU or variant for each sample size or format
  2. Track monthly giveaways separately from regular sales, using store notes or a simple spreadsheet if needed
  3. Calculate a reorder point: daily giveaway rate x (lead time + safety days)
  4. Round the order quantity up to your supplier's case pack or minimum
  5. Set up the sample SKU in your reorder workflow like any other item, with its own supplier and lead time
  6. Check every quarter whether giveaway rate has changed and adjust the reorder point

Worked example

A skincare store gives out about 2 sample sachets a day at events and with online orders. The supplier lead time is 10 days and the store keeps 5 safety days. Reorder point = 2 x (10 + 5) = 30 sachets. The supplier's minimum order is 500 sachets, so when stock hits 30, the store places a 500-unit order, which covers about 250 days of giveaways at the current rate.

How SteadyShelf helps

SteadyShelf can forecast and reorder a sample SKU the same way it does any other variant, using its own sales history, lead time and safety days, as long as it is set up as a separate SKU in your store. It will not separate sample units out automatically if they are bundled into the same SKU as the full-size product, you need to split them first.

$29/month flat, unlimited products and suppliers, 30-day free trial. Run the numbers now with the free reorder point calculator.

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FAQ

Should samples share the same supplier record as the full-size product?

They can, if the same supplier makes both. Just make sure the sample SKU has its own lead time and case pack settings if they differ from the full-size item, since sample packaging and minimums are often different.

What if samples are given away irregularly, like only at trade shows a few times a year?

For irregular giveaways, a rolling 28-day sales window will understate demand right before an event and overstate it right after. Set a manual reorder reminder ahead of known events instead of relying purely on the automatic reorder point.

Let SteadyShelf do this math for every SKU

Order-by dates per supplier, seasonal forecasts and draft POs for your Shopify store. $29/month after a 30-day free trial.

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