How to organize vial inventory (without a spreadsheet)

Updated 2026-10-15 · The Pep Planner

If you keep more than a handful of vials on hand, it gets hard to remember what you have, what is already mixed, and what needs to be used first. Here is a simple system that works on paper, in a spreadsheet or in an app.

What to record for every vial

Write these down the day a vial arrives. It takes a minute and saves guessing later.

Name and strength (for example 10 mg per vial)
How many vials you received
Vendor, order date and price, so you can compare later
Batch or lot number if it is on the label
Where it is stored (fridge, freezer, shelf)

Track mixed vials separately

A mixed (reconstituted) vial is not the same as one still sealed. Give each mixed vial its own line with the date you mixed it, how much liquid you added, and the use-by date you have chosen for it.

Writing the use-by date down at mixing time is the single habit that prevents the most waste. When you open the fridge, you should be able to tell at a glance which vial to use first.

Count down as you go, not once a month

Inventory drifts when you only count occasionally. Update the count each time you open a new vial, and the numbers stay right without a big monthly recount.

If you run a schedule, you can also estimate how many weeks your stock will last. That tells you when to reorder before you run out.

Why spreadsheets get messy

Spreadsheets are free and flexible, which is why most people start there. They get harder as you add protocols: formulas break, the mixed and sealed vials end up in one list, and nothing reminds you when stock is low or a mix is getting old.

How The Pep Planner handles it

The Pep Planner keeps a stockpile list with one entry per vial type, a separate list of mixed vials with their use-by dates, and low-stock flags. When an order arrives you mark it received and the vials are added for you. Linked protocols count down stock as you check items off.

Common questions

Do I need to track sealed and mixed vials separately?

Yes. They have different shelf lives and you use them differently. Keeping them apart makes it obvious which vial to use first.

How often should I count my inventory?

Update counts as you open vials instead of doing a big recount. A quick check once a month catches anything you missed.

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