A stock take tells you the truth about your business. It shows what is physically on your shelves, in your storeroom and in your warehouse, and how far that is from what your system says. At StockCounts, we take the hassle out of stock takes. Based in Centurion, Gauteng, we run fast, accurate stocktakes for retailers, warehouses and distribution centres across South Africa, with every bin counted twice by different teams.
Whether you need a year-end count for your financial statements, a handover count when a store changes hands, or the equipment to count with your own staff, we’ll help you choose the option that fits your business and budget.
Why businesses book StockCounts
- Every bin is counted twice by different teams, and our software compares both counts
- Live variance reports at any stage of the count when you give us your expected quantities
- Full bin control: we always know which bins have been counted once, twice or not at all
- CSV exports that import into almost any inventory management system
- Full-service counts available nationwide, plus equipment rental and purchase options
What is a stock take?
A stock take (also written as stocktake, and often called stocktaking or a physical inventory count) is a full physical count of all the stock a business holds at a specific point in time. The counted quantities are compared with the quantities in your system, and the differences (variances) are investigated and corrected.
Counting is different from day-to-day stock control. Your POS, ERP or warehouse system records what should be there, based on deliveries, sales, transfers and adjustments. The physical count checks what is there. Theft, damage, receiving errors, mis-picks and cases counted as units all build up over time, and a proper count is the only way to find them.
A professional stocktake gives you:
- Accurate financial statements. Closing stock feeds directly into your cost of sales, gross profit and balance sheet.
- A credible figure for SARS and your auditors. The value of trading stock you hold at year-end is included in your taxable income, so you need a documented count to support it.
- Visibility of shrinkage. You see where stock is going missing, by product, area or branch.
- Better buying decisions. Reorder levels and forecasts only work when the starting quantities are right.
For a deeper look at how counting fits into stock control, see our practical guide to inventory and inventory management.
Our stock take services
We offer three ways to run your count. You can use one, or combine them, for example a full-service year-end count with rented equipment for your own cycle counts during the year.
Full-service stock take: leave it to the experts
Our experienced team manages the entire count on-site, using either our own trained staff or your team, whichever works best for you. We bring the handheld scanners and our counting software, plan the count with you and deliver detailed reports once the count is complete. We schedule counts at your convenience to keep disruption to your operations to a minimum. We also offer after-hours, weekend and public-holiday counts (charged at different rates), and there’s no minimum job size, so we count single stores as well as large warehouses.
Best for: year-end stock takes, large stores and warehouses, multi-branch counts, audits and handovers where independence matters.
Equipment rental: do it yourself with our tools
Want to keep the count in-house? Rent professional barcode scanners and tablets preloaded with our counting software, for a one-time count or on a recurring basis. We train your staff on the equipment and stand by with remote support during your count.
Best for: businesses that prefer to count with their own staff, periodic counts and seasonal spikes.
Equipment purchase with annual software licence: invest in your own system
Buy our scanner and tablet kit, pre-configured for your environment, with no rental fees on the hardware. You can add a warranty on the equipment as an optional extra, and our stock take software runs on an annual licence fee. We handle the set-up and staff training, and you get ongoing updates and support. Add devices or users as your business grows.
Best for: retailers, distribution centres and warehouses that count often and want their own system long term.
Need equipment rental, data capturing or inventory control support as well? Compare our inventory management services.
How our stock take process works
Every count is different, but our process follows the same proven steps.
- Site visit, quote and take-on form. Tell us about your site(s), the type and volume of stock, and your preferred dates. We prefer to visit your site before we quote, so the quote reflects your actual layout and stock. Before the count, we send you our take-on form with questions about your stock, systems and count rules, so the scope, timing and rules are agreed upfront.
- Prepare the site. We agree the cut-off for receiving and dispatch, and how returns, damaged stock and goods in transit will be handled. Your locations and bins are mapped so every area of the store or warehouse is accounted for.
- Count twice. Every bin is counted by two different teams using barcode scanners. Our software compares both counts and flags any bin where they don’t match for a recount.
- Track progress live. The system shows which bins have been counted once, twice or not at all. When you give us your expected quantities, we can pull variance reports at any stage of the count, so problems are fixed while the stock is still frozen, not weeks later.
- Report and export. You receive detailed, easy-to-read reports after the count, and the final results export to CSV for import into almost any inventory management system. No re-typing of count sheets.
Why our counts are accurate
We built our own stock take software with two things in mind: accuracy and speed. It gives us full control of each count. During a stock take we can see:
- which team keeps counting incorrectly
- which bin has barcoding issues
- which team counts the slowest
- the full status of every bin
That control matters because most counting errors are human errors: tired counters, missed shelves, unclear count rules and paper sheets that are re-keyed by hand. Double counting by different teams, combined with live bin tracking, removes most of them. Read more about the human factor in accurate stock takes.
An independent count has another benefit. It separates the people who manage the stock from the people who count it, which makes the result more credible to owners, franchisors, auditors and insurers.
Who we count for
We specialise in two sectors:
- Retail: single stores and chains, including multi-branch counts across South Africa
- Warehousing: warehouses and distribution centres with large, complex inventories (see our warehouse stock take strategies)
There’s no minimum job size, so we count single owner-run stores as well as large warehouses. Our small business inventory management guide explains where a professional count fits for a smaller business.
Recent work: in May 2025 our team completed counts at five stores nationwide for a major international retail brand in just 10 days, using our proprietary stock count system and double-count process. Read the case study.
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When should you book a stock take?
Most businesses do at least one full stock take a year, at financial year-end. You should also book one:
- when a business, franchise or branch is bought, sold or handed over
- when a store or warehouse manager changes
- after a break-in, fire, flood or other loss event, for your insurance claim
- when your gross profit percentage drops without an obvious reason
- before you move to a new POS or inventory system, so you start with clean opening balances
Between full counts, regular cycle counts of high-value and fast-moving lines keep your records accurate.
How to prepare for your stocktake
A well-prepared site counts faster and more accurately. Before count day:
- Process all paperwork up to the cut-off: deliveries, returns, transfers and invoices
- Tidy and consolidate: put like products together, close open boxes and clearly mark damaged, expired and non-stock items
- Check barcodes and make sure every product scans
- Send us your expected quantities so we can run variance reports during the count
- Complete our take-on form, which covers the count rules for your site, such as cases vs units, consignment stock and unlabelled items
For more practical tips, read 5 steps to streamlining your stock takes.
Stock take services in Centurion, Pretoria and nationwide
StockCounts is based at Falcon Crest Office Park in Die Hoewes, Centurion, which puts us close to clients in Centurion, Pretoria, Midrand and Johannesburg. Our full-service stock counts are available nationwide across South Africa, so multi-branch retailers can use one team and one process for every site. For counts outside Gauteng, travel and accommodation are calculated in your quote. For a count in Cape Town, for example, that includes flights and overnight accommodation for our team.
What does a stock take cost?
Every count is quoted on its own scope. The main factors are:
- the number of sites and the size of each
- the number of products (SKUs) and units, and how they’re stored
- the dates and duration of the count, including after-hours, weekend or public-holiday work (charged at different rates)
- whether you choose a full-service count, equipment rental or equipment purchase
- the location: for counts outside Gauteng, travel and accommodation are included in the quote (for Cape Town, for example, flights and overnight accommodation)
We quote every job individually rather than publishing a standard price, and there’s no minimum job size. The quickest way to get an accurate figure is to send us your location, type of stock and preferred dates using the contact details below.
Frequently asked questions
What is the difference between a stock take and a stocktake?
There’s no difference. “Stock take”, “stocktake” and “stocktaking” all describe the same thing: a full physical count of the stock a business holds, compared against its records.
How often should a business do a stock take?
At least once a year, usually at financial year-end. Many businesses add bi-annual or quarterly counts, plus regular cycle counts of high-value and fast-moving items. If your variances are large, count more often until you’ve found and fixed the cause.
How long does a stock take take?
It depends on the size of the store or warehouse, the number of products and how well the site is prepared. We confirm the expected duration in your quote, after our site visit.
Do I have to close my business during the stock take?
Not always. We schedule counts at your convenience to keep disruption to a minimum, and agree a cut-off for receiving and dispatch so the count is accurate. We also offer after-hours, weekend and public-holiday counts (at different rates), so you can count while you’re closed.
Can my own staff do the counting?
Yes. With our full-service option, the count can be done by our trained staff or by your team, managed by us. If you prefer to run it fully in-house, you can rent our scanners and software, with training and remote support included.
What do I receive after the stock take?
You receive detailed, easy-to-read reports once the count is complete, including variances against your expected quantities when you provide them. The final count exports to CSV, which can be imported into almost any inventory management system.
Do you do stock takes outside Centurion?
Yes. We’re based in Centurion, Gauteng, and our full-service stock counts are available nationwide across South Africa. Travel and accommodation for counts outside Gauteng are calculated in your quote.
Why use a professional stocktaker instead of my own team?
An independent stocktaker brings trained counters, scanning equipment and a proven process, and separates the people who manage the stock from the people who count it. Read more on why hiring a professional stock taker saves time and money.
Book your stock take with StockCounts
Stop hoping your numbers are right and start knowing. Tell us about your business, your location and your preferred dates, and we’ll recommend the right option and send you a quote.
Or contact us directly:
- Corné Vermaak (Director): 082 922 7173 / [email protected]
- Edward van der Merwe: 072 643 6425 / [email protected]
- Address: Falcon Crest Office Park, 142 South Street, Die Hoewes, Centurion, 0157
- Office hours: Monday to Friday, 08:00–17:00. We also count on weekends and public holidays (at different rates).
StockCounts is a division of Leka Rona Trading.