If you run an ongoing program, new hire kits, uniform programs, member merchandise, you have two options: just-in-time ordering or managed inventory.

Just-in-time: each order is placed as needed. Lower capital investment, no storage required, but higher per-unit cost (smaller run sizes) and timeline risk.

Managed inventory: order a larger quantity upfront, store it, and draw down as needed. Lower per-unit cost, instant fulfillment, but requires storage and capital commitment.

The break-even point: if you're ordering the same item more than 4 times per year, managed inventory usually wins on unit economics. Run the math for your situation.

Tracking: a simple spreadsheet with opening balance, additions, and withdrawals is sufficient for most programs. For larger programs, ask your printer about vendor-managed inventory (VMI): some shops will store your inventory and ship on demand.

Reorder triggers: set a minimum stock level per size. When any size hits the trigger, place a reorder. Don't wait until you're out.