6 Best Inventory Management Software For Craft Supplies

A well-organized stash is the difference between starting a new project in a flow state and spending three hours hunting for that single missing skein of fingering weight alpaca. When yarn collections grow beyond a few bins, keeping track of dye lots, fiber content, and yardage becomes essential for project success. Managing these supplies effectively prevents the dreaded “yarn chicken” scenario and ensures that beautiful, expensive fibers actually make it off the shelf and into a finished garment. Choosing the right tracking system turns a chaotic closet into a curated, functional library of potential.

Sortly: Best for Ease of Use and Visuals

Sortly operates on a highly visual premise, making it ideal for those who identify yarn by its color and texture rather than just its data. It allows for photo-based organization, which is incredibly helpful when trying to match a current project’s palette against an existing collection of leftover scraps.

The interface is intuitive, relying on folders and sub-folders that function much like a physical filing cabinet. For a knitter with a deep stash of hand-dyed variegated yarns, seeing the actual image of the skein is far more informative than reading a text-based inventory.

The tradeoff here is depth. While excellent for visual cataloging, it lacks the specialized fields for things like WPI (wraps per inch) or specific needle recommendations. It is a fantastic choice for those who value aesthetics and speed over complex data sorting.

Airtable: Most Customizable Free Option

Airtable functions like a powerhouse spreadsheet with the soul of a database. It allows for the creation of custom fields, meaning every column can be perfectly tailored to the specific needs of a fiber artist.

One can create dropdown menus for fiber types—such as wool, alpaca, silk, or mohair—and add checkboxes to track whether a yarn has been pre-washed or “blocked.” This is the gold standard for knitters who want to calculate exact project costs or sort by yardage available for specific pattern requirements.

Because it is so flexible, the initial setup requires time and deliberate thought. If the prospect of building a custom database feels overwhelming, Airtable might prove more of a chore than a help. Use it if there is a desire for granular control and a “clean” way to view complex data.

MyStuff2 Pro: Best for Detailed Data Entry

MyStuff2 Pro is designed for the serious collector who wants to record every possible detail about their supplies. It offers robust support for custom fields, which is vital when managing a mix of vintage, hand-spun, and modern commercial yarns.

The app excels at reporting and filtering. If you need to identify every skein of blue superwash merino in the house that is over 200 yards, this tool can generate that list in seconds. It removes the guesswork from matching stash contents to complex lace or colorwork patterns.

The learning curve is steeper than simpler apps, and the interface feels less “modern” than web-based alternatives. However, for the knitter who demands precision and needs to manage thousands of individual items, the power of this tool is unmatched.

Notion: Best All-in-One Life Organizer

Notion is not just an inventory tool; it is a digital workspace that can house project notes, PDF pattern libraries, and stash logs in one place. It is the perfect choice for the knitter who keeps a “knitting journal” alongside their inventory.

By using “databases,” one can link a specific yarn entry directly to the project notes for a sweater. This creates a powerful trail of information, showing exactly what was used, which needle size yielded the best gauge, and how the yarn behaved after washing.

The primary challenge is that Notion is not purpose-built for yarn. It requires significant effort to build a template that tracks yardage and fiber content effectively. Choose this if the goal is to integrate knitting life into a broader organizational system.

Craftybase: Best for Pro Sellers on Etsy

Craftybase is built for the business side of fiber arts. It tracks inventory not just by quantity, but by raw material costs, which is essential for any knitter selling finished items or pattern kits.

It excels at “recipe” tracking, allowing for the calculation of exactly how much yarn is consumed in a specific project. This is invaluable for designers who need to list accurate yardage requirements for sizes ranging from XS to 5XL.

Because it is a professional-grade business tool, it carries a subscription cost that is likely unnecessary for a hobbyist. It is a specialized solution intended for those moving from “knitting for fun” to “knitting for profit.”

Ravelry Stash: The Knitter’s Built-in Tool

The Ravelry stash feature is the industry standard for a reason. It is built by knitters, for knitters, and it integrates directly with the vast database of patterns available on the site.

The primary benefit is connectivity. When browsing a pattern, the system can instantly tell you if you have enough yarn in your stash to complete it, or if your stored yarn is the correct weight and fiber composition. It effectively turns the entire community’s knowledge into a tool for your own inventory.

While the mobile interface is functional, it can be clunky compared to dedicated apps. However, for the sheer utility of matching stash to projects, it remains the most efficient, cost-effective option available.

What to Track in Your Yarn Stash (and Why)

Effective tracking goes beyond just the brand name. To make informed decisions, include these key data points for every entry in your inventory:

• Weight: Lace, fingering, sport, DK, worsted, aran, or bulky.
• Fiber Content: Natural, synthetic, or blends—this matters for future blocking and care.
• Yardage: The most critical number for ensuring a project does not stall halfway through the sleeves.
• Dye Lot: Crucial if you plan to combine multiple skeins for a single garment.
• Storage Location: Knowing which bin or drawer holds the yarn saves hours of digging.

Tracking these metrics prevents the common mistake of buying “blind,” where a beautiful skein is purchased without checking if it possesses the necessary yardage for a specific garment.

Free vs. Paid: Is a Subscription Worth It?

The decision to pay for software depends entirely on the volume of the stash and the intended use. Free tools like Ravelry or basic spreadsheets are more than sufficient for most hobbyists who maintain a moderate, curated collection.

Paid subscriptions are only worth the investment if they provide specific, time-saving features that a free tool cannot offer. This usually includes advanced reporting, high-capacity image storage, or business-grade analytics for those selling their work.

If the subscription fee is preventing the purchase of better-quality yarn or tools, stick to the free options. Never let the cost of the organization system become the bottleneck for your creative work.

From Spreadsheet to App: Making the Switch

Moving from a manual spreadsheet to an app is a significant undertaking. The best strategy is to avoid doing it all at once; start by cataloging new purchases first, then gradually add older stash items during rainy days or while listening to audiobooks.

Before committing to a platform, test it with twenty items. If entering the data feels like a burden, try a different approach. The best system is the one you actually use consistently.

Remember that an inventory is a living document. It requires periodic updates, pruning, and adjustments as projects are completed or yarn is gifted.

How Regular Audits Prevent Stash Overbuying

A stash audit is a form of mindful consumption. By reviewing the inventory once or twice a year, you reconnect with fibers that might have been forgotten, effectively “shopping your stash” before looking elsewhere.

Use these audits to identify yardage that no longer fits current design preferences or fiber sensitivities. If a skein has been sitting in a bin for five years, it is time to consider if it will ever be knitted or if it should be gifted to a newer maker.

Regular audits keep the collection lean and functional. They ensure that every skein owned is one that you are excited to pick up, knit with, and eventually wear.

Managing a collection of yarn is an art in itself, and finding the right tool to support that effort is essential for any serious maker. Whether you choose a simple visual index or a complex professional database, the goal remains the same: spend less time searching and more time creating. A well-maintained inventory is the silent partner behind every beautiful, finished project.