Checklist template

Professional product and backbar inventory control for spas

A ready-to-use checklist with 111 items in 6 sections, covering Counts, Usage, Receiving, Storage, Variances, Staff purchases. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 111 Items
  • 94 Yes / No checks
  • 6 Scored ratings
  • 124 Points

Use this template How audits work

1. Counts 19 items

  1. Date of the last full inventory count Date
  2. Retail products are counted in full on the schedule set by company policy Yes / No 1 pt
  3. Backbar (professional-size) products are counted separately from retail products Yes / No 1 pt
  4. Opened backbar containers are counted to the nearest quarter of a container Yes / No 1 pt
  5. Counts are made by two people, one of whom does not place the orders Yes / No 1 pt
  6. Count sheets list each product by SKU and size Yes / No 1 pt
  7. Counts are entered in the inventory system on the day of the count Yes / No 1 pt
  8. Counts take place before opening or after closing Yes / No 1 pt
  9. High-value items (serums, skin care devices, LED masks, lash serums) are cycle-counted weekly Yes / No 1 pt
  10. Testers are recorded as tester inventory, not as saleable stock Yes / No 1 pt
  11. A blind count of 10 retail SKUs during the visit matched the on-hand quantity in the system Yes / No 1 pt
  12. SKUs out of the 10 retail SKUs counted that did not match Number
  13. A count of 5 backbar SKUs during the visit matched the system Yes / No 1 pt
  14. Products kept in treatment rooms and at pedicure stations are included in the count Yes / No 1 pt
  15. Overstock in the back storage is included in the count Yes / No 1 pt
  16. Costly consumables (wax, ampoules, sheet masks, paraffin) are counted Yes / No 1 pt
  17. Signed count sheets are kept on file Yes / No 1 pt
  18. SKUs showing a difference are recounted before the adjustment is posted Yes / No 1 pt
  19. Count discipline Rating
    • Counts on schedule, by two people and accurate 5 pts
    • Counts done but late or with errors 3 pts
    • Counts missed or unreliable 1 pt

2. Usage 19 items

  1. Each treatment protocol states the amount of product to use (pumps, grams or milliliters) Yes / No 1 pt
  2. Measured pumps, dosing cups or spatulas are used to dispense backbar product Yes / No 1 pt
  3. Massage oil and lotion bottles are refilled from bulk containers by a designated person Yes / No 1 pt
  4. Refills of massage oil and lotion from bulk are logged Yes / No 1 pt
  5. Backbar product leaves the dispensary for the treatment rooms on a signed issue log Yes / No 1 pt
  6. An empty container is handed in before its replacement is issued Yes / No 1 pt
  7. Professional-size products are not sold or decanted for sale to guests Yes / No 1 pt
  8. A retail-size product opened for use in a treatment is first transferred to backbar in the system Yes / No 1 pt
  9. Transfers from retail to backbar or tester stock record the SKU and the approver Yes / No 1 pt
  10. Single-use ampoules and sheet masks are issued against the treatments booked for the day Yes / No 1 pt
  11. The cost of product per treatment is reviewed each month from the usage report Yes / No 1 pt
  12. Wax consumption is compared with the number of waxing services performed Yes / No 1 pt
  13. Nail polish and gel bottles for professional use are marked "not for resale" Yes / No 1 pt
  14. Samples and sachets given to guests come from sample stock, not from opened retail units Yes / No 1 pt
  15. In 5 appointments sampled, each add-on product used in the room (mask, ampoule, eye treatment) was charged on the ticket Yes / No 1 pt
  16. Service providers do not take backbar product home Yes / No 1 pt
  17. Backbar product discarded as expired or contaminated is recorded as waste with a reason Yes / No 1 pt
  18. Backbar cost as a percentage of service sales in the last period (%) Number
  19. Control of product usage in treatments Rating
    • Measured, issued and reviewed 5 pts
    • Issued but not measured or not reviewed 3 pts
    • Free access with no tracking 1 pt

3. Receiving 19 items

  1. Orders are placed from par levels or an order guide by a designated person Yes / No 1 pt
  2. Purchase orders are approved by the manager before they are sent Yes / No 1 pt
  3. Date of the last product delivery Date
  4. Deliveries are checked against the purchase order by item and quantity Yes / No 1 pt
  5. The person who checks in a delivery is not the person who placed the order, where staffing allows Yes / No 1 pt
  6. Shortages and damages are noted on the packing slip Yes / No 1 pt
  7. Shortages and damages are reported to the vendor within the claim period Yes / No 1 pt
  8. High-value items are counted unit by unit on receipt Yes / No 1 pt
  9. Received quantities are entered in the inventory system before the products go to the shelf Yes / No 1 pt
  10. Retail sizes and professional sizes are received under separate SKUs Yes / No 1 pt
  11. Delivered cartons are not left unattended in the reception or a corridor Yes / No 1 pt
  12. Expiry dates are checked on receipt Yes / No 1 pt
  13. Free goods, vendor samples and gift-with-purchase items are entered in inventory at zero cost Yes / No 1 pt
  14. Testers and displays dropped off by vendor representatives are signed for by the manager Yes / No 1 pt
  15. Transfers between locations travel with a transfer record signed by both spas Yes / No 1 pt
  16. Returns to the vendor are recorded in the inventory system Yes / No 1 pt
  17. Vendor credits still outstanding at the time of the visit Number
  18. Invoices are matched to the quantities received before they are sent for payment Yes / No 1 pt
  19. Receiving of product deliveries Rating
    • Checked, entered and claimed every time 5 pts
    • Checked but entered late or claims missed 3 pts
    • Not checked 1 pt

4. Storage 19 items

  1. Retail back stock is kept in a locked room or cabinet Yes / No 1 pt
  2. Bulk backbar stock (gallon or multi-liter containers of oil, lotion, cleanser) is kept in a locked dispensary Yes / No 1 pt
  3. Keys to the stock room are held only by the employees named on the key list Yes / No 1 pt
  4. Retail items above the value set by company policy are kept in a locked case or behind the desk Yes / No 1 pt
  5. High-value items on open shelves are shown as empty boxes or display units Yes / No 1 pt
  6. The retail area is in view of the reception desk or covered by a camera Yes / No 1 pt
  7. The stock room is arranged by product line with shelf labels, so it can be counted Yes / No 1 pt
  8. Older stock is placed in front of newer stock Yes / No 1 pt
  9. Products are stored away from hot towel cabinets, wax heaters and direct sunlight Yes / No 1 pt
  10. No spa products are kept in employee lockers Yes / No 1 pt
  11. Employee bags are kept in lockers, not in treatment rooms or the dispensary Yes / No 1 pt
  12. Treatment room cabinets hold no more than the par quantity for the room Yes / No 1 pt
  13. Tester units carry a tester sticker that cannot be peeled off cleanly Yes / No 1 pt
  14. Expired products are set apart in a marked bin until they are written off Yes / No 1 pt
  15. Expired retail units found on the shelves Number
  16. The stock room door was found locked during the visit Yes / No 1 pt
  17. Components of retail gift sets have not been removed from their sets Yes / No 1 pt
  18. The rear or delivery door is kept locked when no delivery is in progress Yes / No 1 pt
  19. Security of product storage Rating
    • Locked, organized and access limited 5 pts
    • Locked but disorganized or access too wide 3 pts
    • Unlocked or uncontrolled 1 pt

5. Variances 17 items

  1. Retail shrink at the last count (% of retail sales) Number
  2. Backbar variance at the last count (dollars) Number
  3. A variance report is produced after each count Yes / No 1 pt
  4. Variances above the threshold set by company policy are investigated before adjustments are posted Yes / No 1 pt
  5. Inventory adjustments require manager approval in the system Yes / No 1 pt
  6. Each adjustment carries a reason code (damaged, expired, tester, theft, count error) Yes / No 1 pt
  7. The district manager reviews the adjustments of each period Yes / No 1 pt
  8. The spa manager could state the spa's shrink result and its target Yes / No 1 pt
  9. The SKUs with the largest variances are recounted weekly until resolved Yes / No 1 pt
  10. SKUs showing a negative on-hand quantity are corrected within a week Yes / No 1 pt
  11. Known theft incidents are written up on an incident report Yes / No 1 pt
  12. Empty packaging found on shelves is recorded as theft Yes / No 1 pt
  13. Damaged product is kept for the manager to see before it is disposed of Yes / No 1 pt
  14. Written-off product is destroyed in the presence of a second person Yes / No 1 pt
  15. Variance results by product line are shared with the team at a staff meeting Yes / No 1 pt
  16. A written action plan exists where shrink is above target Yes / No 1 pt
  17. Follow-up of inventory variances Rating
    • Investigated, approved and acted on 5 pts
    • Adjusted without investigation 3 pts
    • Not reviewed 1 pt

6. Staff purchases 18 items

  1. Employee purchases in the last 30 days Number
  2. Employee purchases are rung by a manager or another employee, never by the buyer Yes / No 1 pt
  3. The employee discount is applied through a discount code linked to the employee's profile Yes / No 1 pt
  4. Employee purchases are paid in full before the product leaves the spa Yes / No 1 pt
  5. The receipt stays with the purchased product until the employee leaves the premises Yes / No 1 pt
  6. The manager reviews the employee purchase report each month Yes / No 1 pt
  7. Quantity limits on employee purchases set by company policy are enforced Yes / No 1 pt
  8. The employee discount is not extended to friends or relatives beyond what company policy allows Yes / No 1 pt
  9. Professional-size products are sold to employees only where company policy allows it Yes / No 1 pt
  10. Free product from vendors (training rewards, launch kits) is handed out by the manager and logged Yes / No 1 pt
  11. No unpaid product is being held aside for employees in the back room Yes / No 1 pt
  12. Each of 5 employee purchases sampled shows the correct discount Yes / No 1 pt
  13. Product used in treatments given to employees is recorded like any other treatment Yes / No 1 pt
  14. Bag checks at the end of shift are carried out where company policy calls for them Yes / No 1 pt
  15. Corrective actions from the previous inventory review have been completed Yes / No 1 pt
  16. Name of the spa manager Short text
  17. Overall control of professional and retail product inventory Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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