When most med spa owners think about profit leaks, they focus on marketing costs, payroll, or underperforming services. But as Amanda reveals in our latest YouTube training, the biggest hidden leak is often sitting quietly in your cabinets, your inventory.
From $80,000 in expired products to injectors hoarding unused brands, poorly managed inventory can quietly drain your cash flow and push even thriving practices toward closure. If you’re ready to fix it, Diamond Accelerator has proven systems to help.
Why Inventory is a Med Spa’s Silent Profit Killer
One client story stands out:
$20,000 in expired injectables because an injector refused to use a certain brand.
$60,000 in expired retail products due to estheticians ordering independently without tracking usage.
That’s $80,000 of payroll, marketing, or device training sitting on shelves, expired.
👉 Inventory isn’t just an operational issue, it’s a direct revenue leak. That’s why our consulting programs start here first.
The Numbers You Need to Know
To stop over-ordering and keep cash flowing, Amanda recommends a clear framework for med spa inventory management:
💸 Inventory-to-Revenue Ratio: Keep it between 8–12%. Anything over 15% is a red flag.
📦 How Much to Keep on Hand: 2–4 weeks of usage, based on historical service volume.
📊 Counting & Tracking:
Full count once per month (before reordering).
Weekly spot checks for high-turnover items like tox, filler, cleansers, and SPF.
🚨 Assign One Owner: Inventory management can’t be “everyone’s job.” One person must oversee it.
Not sure where to start? Grab our free Profit Leak Checklist to compare your numbers against healthy benchmarks.
Systems That Save Time & Protect Profit
Amanda recommends different solutions depending on your budget and team size:
Low-tech: Google Sheets with category tabs, reorder alerts, and expiration tracking.
Mid-range: EMRs with built-in retail tracking.
High-level: AI-driven inventory platforms that forecast demand, flag expiring products, and save 40+ hours per month.
This is the type of infrastructure we set up during a strategy session, so you’re not wasting thousands each month on expired or unused stock.
Remember: If it isn’t tracked, it isn’t managed.
Real-World Tips to Avoid Overordering
✔️ Order on a fixed weekly or bi-weekly schedule, never ad hoc.
✔️ Keep injectables in a secure medical room (never in provider rooms).
✔️ Use vendor buy-backs to exchange unused retail inventory for credits.
✔️ Turn expiring items into promotions, bundles, or even Google review incentives.
Want to see exactly how Amanda handles these scenarios? Watch the full breakdown on YouTube.
Quick Wins to Implement This Week
Amanda challenges every med spa owner to:
Do a walkthrough: Pull every expired retail and injectable product.
Log the value: See how much money is tied up in waste.
Ask why: Why was it ordered, and why wasn’t it used?
Assign ownership: One manager, one system, one process.
Because here’s the truth: Inventory is not an asset unless it’s turning into revenue.
Take Back Control of Your Med Spa’s Cash Flow
Plugging this profit leak can transform your business almost overnight. By keeping inventory lean, assigning accountability, and using the right systems, you not only protect your margins, you also free up cash for growth.
To get started:
Explore Diamond Accelerator for growth tools and proven frameworks.
Learn about our consulting services to systemize your operations.
Book a Strategy Session for a personalized audit.
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✍️ Final Thought:
Inventory may not be “sexy,” but it’s one of the fastest ways to plug leaks and protect your med spa’s bottom line. Control your inventory, and you control your cash.
