Mastering stock control: A 5-Star framework for veterinary practices

Stock control is often seen as a background task – something that happens quietly behind the scenes. But in reality, it’s one of the most influential factors in the success of a veterinary practice. From ensuring the right medicines are available at the right time, to managing costs and reducing waste, stock control touches every part of the business.

At NVS Group, we’ve spent years working alongside veterinary teams to understand what makes stock control effective, sustainable, and adaptable. Whether you’re a new start-up, an ambulatory practice, or a multi-site hospital, the principles remain the same. What differs is how you apply them.

This article explores our 5-star framework for stock control, developed through real-world experience, data insights, and collaboration with veterinary professionals across the UK.

Why stock control matters more than you think

Stock control isn’t just about counting boxes. It’s about:

• Clinical readiness: Having the right products available when needed.
• Financial health: Avoiding over-ordering, wastage, and expired stock.
• Team efficiency: Reducing time spent searching, ordering, and reconciling.
• Compliance: Meeting regulatory requirements for batch tracking and controlled drugs.
• Client trust: Ensuring consistent care and avoiding delays due to stock issues.

When stock control works well, it’s invisible. When it doesn’t, it’s disruptive.

The 5-Star framework

#1. Perform sales analysis

Understanding your purchasing patterns is the foundation of good stock control. NVS Group supports practices with tools like Power BI and PMS-integrated reporting to help you:

• Track monthly spend and year-on-year growth
• Identify top-selling and high-value items
• Spot seasonal trends and slow-moving stock
• Compare supplier performance & pricing

This isn’t just about spreadsheets – it’s about making informed decisions. For example, if your data shows a spike in musculoskeletal products during winter, you can adjust your ordering accordingly. Likewise, if a product’s usage drops but its cost rises, it may be time to explore alternatives.

Tip: Regular purchase reviews with your wholesaler can uncover hidden savings and help you stay ahead of price changes.

#2. Stock in and stock out

This pillar focuses on the physical flow of stock, where it’s stored, how it’s tracked, and how it moves through the practice.

Key actions include:

• Setting up stock locations in your PMS (pharmacy, cars, reception, wastage)
• Defining minimum and maximum levels to trigger auto-reordering
• Labelling short-dated stock (e.g. red stickers) and prioritising its use
• Log transfers between branches/vehicles

Practices often ask: How do we record this?
The answer is consistently. Whether it’s a whiteboard memo, shelf label, or PMS note, the goal is to make stock movement visible and accountable.

Considerations: Seasonal variations, health plan products, and rep orders can all affect stock levels. Build flexibility into your protocols to accommodate these.

#3. Pharmacy Manager and team responsibilities

Stock control is a team effort, but it needs leadership. Assigning a stock control champion within your pharmacy team ensures someone is responsible for:

• Accepting incoming stock and booking it into the PMS
• Dispensing correctly with batch tracking
• Monitoring free-of-charge medicines and wastage
• Managing weekend and out-of-hours processes

Restricting dispensary access to authorised personnel helps maintain control. It’s not about limiting trust, it’s about ensuring accuracy.

Real-world example: One practice found that by implementing a Monday morning stock reconciliation (including weekend usage), they reduced discrepancies by 40% in three months.

KPI tracking is also vital. Reviewing 6–12 months of purchases and sales can help to identify savings, spot inefficiencies, and guide future decisions.

#4. Decide upon protocols and communicate

Protocols are only effective if everyone understands and follows them. That’s why communication is the fourth pillar.

Start by defining:

• Which products are held in cars vs pharmacy
• Which brands are preferred (and why)
• Which items are short-dated or slow-moving
• Which products should no longer be ordered
• Your 28-day discard SOP for broached stock

Then, train your team. Share monthly reports. Celebrate improvements. Practices that involve their whole team in stock control tend to see better results, and fewer surprises.

Culture matters. When directors and managers lead by example, and when success is shared (yes, pizza helps), stock control becomes part of the practice’s DNA.

#5. In-house stock takes

The final pillar is about keeping stock control alive, not just setting it up and forgetting it.

Regular stock takes help you:

• Validate PMS data against physical stock
• Identify discrepancies early
• Focus on top-selling and high-value items
• Track seasonal changes and usage patterns
• Review year-on-year wastage

The Pareto Principle applies here: 80% of your stock control challenges often come from 20% of your products. By focusing on the top 20–50 items, you can make meaningful improvements without overwhelming your team.

Approaches include:

• Weekly shelf-by-shelf checks
• Monthly car stock audits
• End-of-year full inventory reviews

Batch tracking is also essential. NVS Group offers daily and monthly reporting, barcode labelling, and PMS integration to support VMD compliance and simplify the process.

Tip: Once a product is identified as out of date, it should be recorded in the PMS at the point of removal, rather than waiting for the next scheduled stock take. This helps keep stock levels accurate and gives you clearer visibility of products that regularly expire and the cost of wastage over time.

Common challenges and how to overcome them

Challenge 1: Expired stock

Solution: Run monthly expiry reports via your PMS. Use visual cues (stickers, shelf labels) and communicate clearly with staff.

Challenge 2: Over-ordering

Solution: Set realistic min/max levels and review them quarterly. Use auto-reordering where appropriate.

Challenge 3: Lack of accountability

Solution: Assign a champion, restrict access, and ensure all stock is booked in and out via the PMS.

Challenge 4: Disconnected teams

Solution: Share reports, celebrate wins, and involve everyone, from reception to directors, in the process.

Final thoughts: From reactive to proactive

Stock control is often reactive – responding to shortages, chasing deliveries, reconciling errors. But with the right framework, it can become proactive. It can support clinical care, reduce stress, and improve financial outcomes.

The 5-star framework isn’t a checklist, it’s a mindset. It’s about building systems that work for your team, your clients, and your business.

At NVS Group, we’re proud to support veterinary practices across the UK in making stock control simpler, smarter, and more sustainable.

The role of NVS Group

As a wholesaler, NVS Group doesn’t just deliver products, we deliver support. Our Stock Management Support Programme is designed to work hand-in-hand with your practice, offering:

• Data insights through Power BI and PMS integration
• Flexible batch tracking options
• Tools for auto-ordering and stock location setup
• Guidance on protocols, compliance, and team training

We understand that every practice is different. That’s why our approach is collaborative, adaptable, and focused on long-term success.

Talk to your local NVS Group TM

More about the authors:

Nicola Witty, Territory Manager, NVS Group

Nicola Witty is a Territory Manager at NVS Group, with over 20 years of experience within the animal health and veterinary supply sector. Nicola has spent the past six years supporting veterinary practices across her region at NVS Group, following a 15‑year career with an animal feeds manufacturer. This background has given Nicola a strong understanding of supply chains, product availability, and the day‑to‑day realities of stock management in busy veterinary practices. Outside of work, Nicola enjoys running, horse riding, and training her gundog, Martha.

Chloe Zimmerman, Technology Consultant, VetIT (part of NVS Group)

Chloe studied Equine Sport Science before training and qualifying as an Equine Registered Veterinary Nurse (eRVN) in practice. During this time, Chloe managed the equine theatre, overseeing surgical scheduling, inpatient care, and stock control for both routine and emergency procedures. She later worked with NationWide Laboratories before joining VetIT, where she now helps practices strengthen operational workflows, including effective stock management. Outside of work, Chloe enjoys exploring the outdoors with her dog, Obi, spending time with her cat, Frankie, and helping to exercise horses.

The article was originally posted in The Cube magazine, February 2026 issue. Click here to read the magazine.