Inventory management for clubs: know what you own and where it is

Beer tables, gazebos, sound system, uniforms, footballs, sheet music: clubs own more than they think. Inventory management in Veräinsbuch shows what the club owns, where it is stored and who has borrowed it, with photos and stock levels.

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Typical problems with club equipment

Before every event the same questions come up: where is the second gazebo, who still has the extension cables, how many glasses do we have left? The inventory list is an old spreadsheet, or it doesn’t exist at all. Equipment lent to another club or a member doesn’t come back, and nobody remembers who took it.

Tips for a club inventory

Start with the expensive and frequently used items, not every teaspoon.
Take a photo of each item, so everyone knows what is meant.
Note the storage location: club house, garage, a member’s cellar.
Record stock levels for consumables such as cups or drinks.
Write down every loan with name and date.
Check the inventory once a year, for example before the AGM.

How inventory works in Veräinsbuch

Each item with photos and a description.
Stock levels for things you have several of.
The location where it is stored.
Stock movements and lending: who took what, and when it came back.
Export the list as Excel, CSV or PDF.

Setting up your club inventory step by step

You don’t need a whole weekend to get started. Walk through the store room or club house with your phone, take a photo of each important item and add it to Veräinsbuch with a short description, quantity and location. Begin with the expensive or frequently used items, such as tents, the sound system, the bar fridge, kit or instruments, and add the rest over time.

Once the list exists, the whole committee can see it. Before an event, anyone can check what is available; after an event, whoever tidies up updates the stock. Over a season the inventory becomes a reliable picture of what the club actually owns.

Before and after a festival

Before a fête or tournament, check what is available and where it is. Create tasks to fetch, set up and return the equipment, each with a responsible person and a reminder. After the event, update the stock and record anything that was damaged or lent out. Next year’s organisers will find everything in the same place.

Lending equipment to members or other clubs

Many clubs lend their tables, tents or sound equipment to members or neighbouring associations. Record each loan as a stock movement, so you can see at a glance what is out and with whom. Contacts without a login, such as other clubs or suppliers, can be stored in the contact list.

What it costs

Inventory management is part of the Basis plan at €9.95 per month per club, regardless of the number of members, with 500 MB storage for photos and files. Extra storage of 5 GB costs €1.95 per month. Cancel monthly, and try everything free for 14 days without a credit card.

Simple pricing

Per club, no matter how many members. Cancel any month.

Basis · 9,95 € / month

Tasks & reminders
Meeting minutes
Events & polls
Inventory
Members, helpers & contacts
Push, offline, 5 languages
500 MB storage included

Pro · 14,95 € / month

Everything in Basis
Cash & expenses with receipt scan
Cash book & balance per event
Bank statement import
Cash count & payment proofs
1 GB storage included

Everything is unlocked during the 14-day trial. Then choose Basis or Pro – or simply stop. More storage if needed: +5 GB for €1.95 a month.

Frequently asked questions

How do I keep an inventory of club equipment?

List each item with a photo, quantity and storage location, and record every loan or stock movement. In Veräinsbuch all committee members see the same up-to-date list.

Can we track who borrowed equipment?

Yes. Lending is recorded as a stock movement, so you can see who has an item and when it came back.

Can I add photos to inventory items?

Yes, each item can have photos, which helps volunteers find the right thing in the store room.

Is it an alternative to an inventory spreadsheet?

Yes. Instead of an Excel file on one computer, the inventory is shared in the app, and you can still export it to Excel, CSV or PDF.

Can we track stock of drinks or consumables?

You can record stock levels and stock movements for items, which works for things like cups, glasses or drinks kept for events.

What does inventory management cost?

It is included in the Basis plan at €9.95 per month per club. You can try it free for 14 days.

Who in the club should manage the inventory?

Many clubs give the job to one person, such as a property or equipment officer, but let the whole committee see the list. In Veräinsbuch everyone with a login can check items, so questions don’t all land on one person.