The Inventory Genius Podcast

Ciara Stockeland

Looking for a business mentor with decades of experience in business ownership, inventory and cash flow management, and client coaching? Get started with Ciara Stockeland’s Inventory Genius podcast. As a Fractional CFO and Profit Strategist, Ciara specializes in breaking complex business topics into bite-sized, actionable steps you can implement today. Tune in, get inspired, and learn from Ciara and her range of incredible guests. Discover why thousands of products-based businesses owners turn to Ciara for guidance on inventory management, debt reduction, e-commerce strategies, financial strategy, business growth, retail profitability, and more. Whether you’re a new business owner or a long-time entrepreneur, each episode with give you nuggets of information, insights and strategies you can start implementing now. For business inquiries please email: hello@ciarastockeland.com.

  1. 1d ago

    #292: Interview With IGOS Graduate, Rachel

    I am thrilled to sit down with a very special guest: Rachel Lien, a yarn shop owner from the Pacific Northwest who is officially graduating from the Inventory Genius Operating System Program this month! One year ago, Rachel found herself trapped on the classic retail hamster wheel. Despite bringing in massive revenue from a local yarn crawl event, the cash quickly vanished, leaving her with mounting credit card debt, zero clarity on where the money went, and a deep-seated fear of her own numbers. Tune in as we discuss her incredible transformation over the last 12 months. Rachel shares how shifting from blindly jumping in to establishing a fearless, weekly Money Mondays routine gave her total control over her business finances. We talk about ditching wishful thinking for concrete data, the pride that comes with stepping up as a true CEO, and how she is now confidently using numbers to evaluate a major retail expansion. If you've ever felt like your business is a sieve leaking cash, this episode will inspire you to look at the scary things, take action, and reclaim control of your inventory and profits. Key Takeaways Sales Don't Equal Profit: High-revenue events are great, but without a clear inventory strategy, that cash can disappear into a black hole of debt and over-purchasing. The Power of the Routine: Establishing a non-negotiable rhythm—like Money Mondays—to look at your numbers every single week eliminates the fear of the unknown. Data Backs the Dream: Wishful thinking is the spark that starts a business, but data is the fuel that makes major decisions (like expansions or moves) safe and sustainable. It’s Not a Hobby: Operating a retail business with financial discipline moves you away from playing store and into building a long-term asset that supports your community. Memorable Quotes "I didn't want to feel like I was standing in a sieve. There were leaks everywhere, and I didn't know where the money was going. I wanted to make the money and be able to decide what to do with it." — Rachel Lien "The wishful thinking was the spark, and then the data is the actual thing that's gonna back up the decision." — Rachel Lien "Even if you're scared—especially if you're scared—you need to take action. You need to look at the scary thing, because if you don't, it's gonna keep you stuck." — Rachel Lien Work with Me - https://www.ciarastockeland.com/work-with-meVisit the Bookstore - https://www.ciarastockeland.com/bookstoreSign Up for Free Weekly Tips and Trainings - https://www.ciarastockeland.com/subscribe

    14 min
  2. Jun 23

    #291: If Customers Annoy You, You Are Missing The Point

    With this episode, I'm prepared to ruffle some feathers. I hope you have thick skin, but this conversation is absolutely necessary, and I am incredibly passionate about it. Lately, everywhere I look on social media, I see small business owners posting Reels, TikToks, and memes making fun of how frustrating, exhausting, or annoying their customers are. They complain about customers asking too many questions, taking up too much time, or interrupting their day. This completely blows my mind. On one hand, I hear entrepreneurs constantly talking about how slow sales are and how desperately they need customers. But on the other hand, they are publicly mocking the very people keeping their doors open. We cannot say we want growth while simultaneously acting irritated that customers even exist. Even if you aren't posting this online, I want you to look deeper: How do you talk about your customers behind the scenes with your team? How do you think about them when you get home at night? I’m not throwing blame without looking in the mirror. When I ran my retail store, I had days where I got frustrated and, to my regret, complained to my team. But we have to change our mindset. Customers are not an inconvenience to your business; they are your business. Without them, you don't have a business—you just have inventory and bills. Key Takeaways from the Episode Your Customers are Watching Your Social Media: That "relatable" video mocking customer behavior might get laughs and likes from other business owners, but your actual customers are seeing it, too. When they see that content, they hear: You are a burden, and we don't want to help you. Why would anyone spend money where they feel unwanted? You Don't Sell a Unicorn Product: Whether you sell shoes, jewelry, candles, or clothing, customers can buy it somewhere else—Target, Amazon, or the boutique down the street. They choose your business because they want connection, experience, and service. Customer Service is the Business: Answering questions, helping people make decisions, and building trust isn't an interruption to your task list. It is the task. 5 Ways to Train Your Team to Appreciate Customers If we want better customer relationships, it has to start internally with our leadership and trickle down to our teams. Here are five practical ways to recalibrate your internal culture: Remember Who Writes the Paycheck: I don't write my team's paychecks; the customers do. Employees need to understand the direct connection between the customer experience and business survival. Stop Celebrating Sarcasm and Complaining: If leadership complains about customers behind the scenes, employees absorb that rotten mindset. Instead, actively celebrate positive customer stories and wins. Train Emotional Intelligence, Not Just Sales Skills: Teach your team how to actively listen, remain patient, read a customer's energy, and make people feel seen. View Questions as Buying Signals: Do not get annoyed when a customer asks a million questions. Questions mean interest and curiosity. An inquisitive customer is a massive opportunity, and they are far more valuable than a silent customer who walks right out. Build a Culture of Hospitality over Customer Service: Customer service asks, "How do we complete this transaction?" Hospitality asks, "How do I make this person feel?" Final Thoughts Setting healthy boundaries, having closing times, and protecting your peace is perfectly okay. You don't have to answer DMs 24/7 or let people mistreat you. But we must communicate our boundaries with kindness. People will remember how your business made them feel far longer than they will remember what they bought. The businesses that win long-term aren't always the cheapest or the trendiest; they are the ones that make their customers feel deeply valued. How are you going to shift your mindset around your customers this week? Work with Me - https://www.ciarastockeland.com/work-with-meVisit the Bookstore - https://www.ciarastockeland.com/bookstoreSign Up for Free Weekly Tips and Trainings - https://www.ciarastockeland.com/subscribe

    20 min
  3. Jun 16

    #290: Money Mindset Part Two: Our Relationship With Debt

    Welcome back to part two of our Money Mindset Conversation! Today, I’m sitting down once again with endurance and mindset coach Jennifer Vollmann to dive deep into a topic that so many of us try to avoid: our relationship with debt. Debt can feel like a heavy, nasty word that gets instantly tangled up with our personal identity and self-worth. In this episode, Jennifer breaks down why numbers on a computer screen feel so personal, how shame can completely freeze our business progress, and how we can systematically rewrite the stories we tell ourselves about what we owe. We also discuss a powerful concept that got Jennifer to the Ironman World Championships: borrowing belief from a coach or mentor until you can build your own evidence. Key Takeaways Numbers are Neutral: A figure like $50,000 is just data on a screen. It doesn't have power until your brain attaches a narrative to it. The Danger of Shame: Shame is the ultimate stalling emotion. When we internalize debt as a personal failure, we freeze, avoid the numbers, and stop taking action. The Micro-Action Formula: Overcoming financial overwhelm starts with taking one small action within 24 hours to give your brain immediate feedback and build proof. Borrowing Belief: When you can’t see a path to financial freedom yourself, it is entirely okay to borrow the unwavering belief of your coach or mentor while you take the initial steps. Episode Highlights What Are You Making the Numbers Mean? Jennifer explains how quickly our brains assign meaning to a number. Seeing a credit card balance or loan statement triggers an immediate thought (e.g., "This is too big"), which creates an emotion (overwhelm), drives a behavior (stalling/avoidance), and reinforces the original negative result. Unraveling Your Debt Patterns Are you prone to freezing, over-delivering to overcompensate, or falling into the compare and despair trap? We look at how our internal debt stories sabotage other parts of our businesses—like stopping us from pricing our services at what we are actually worth. The 24-Hour Micro-Action I share a powerful exercise I use with my own coaching clients: writing down every single piece of debt with absolute honesty. No hiding, no lying to yourself. Putting a name and a number to everything on a single piece of paper stops the energy suck of the numbers swirling endlessly in your head. Can You Borrow Belief From Someone Else? Jennifer and I discuss how she used borrowed belief from her athletic coach to train for Kona before she ever believed it was possible herself. We talk about how to apply this to your finances—using the proof of a system or a coach's belief in you as a stepping stone to take action. Insights From Jennifer "Somebody with $50,000 in debt might feel it’s not a problem at all, while somebody with $5,000 in debt is completely crushed by it every single day. The debt is just a neutral circumstance. It is just a monetary figure. You get to decide what the story is." "If you find yourself in deep shame with debt, the first thing to do is see if you can get to a slightly better thought. Even reminding yourself, 'Good people also have debt,' helps disconnect your intrinsic self-worth from your ability to run a business." Work with Me - https://www.ciarastockeland.com/work-with-meVisit the Bookstore - https://www.ciarastockeland.com/bookstoreSign Up for Free Weekly Tips and Trainings - https://www.ciarastockeland.com/subscribe More About the Episode Sponsor:T&O Strategic Advisory (http://www.tostrategicadvisory.com/) - Offering a wide range of tax and accounting services, including entity election and S-Corp advisory.

    25 min
  4. Jun 9

    #289: Money Mindset Part One: The Thoughts We Have About Money

    Are your thoughts setting a ceiling on your business’s financial success? In this special session, I'm sitting down with resident mindset coach Jennifer Vollmann to unpack the psychology of money. Whether you find yourself stalling on financial tracking, overspending, or avoiding your numbers entirely, the root cause usually isn't a lack of business skill—it’s your money identity. Jennifer breaks down how to identify inherited limiting beliefs, shift into a factual mindset, and take massive action to build long-term profitability. Key Takeaways Your Money Identity Runs on Autopilot: You didn't develop your view of money when you started your business. Your money identity is the sum of all the stories you’ve heard, witnessed, or been told since childhood by parents, culture, gender expectations, and society. The Proof Trap: When you hold a belief like "I'm bad with money," your brain actively drives behaviors (like avoiding your bank account or over-discounting) that generate chaos. Your brain then points to that chaos and says, "See? I told you so," locking you into a toxic loop. Neutralize Numbers with Facts: Money on a screen is just data. When you look at financial figures stripped of emotional stories, your brain stops panicking, allowing you to make strategic decisions. The 20% Rule: You don’t need to 100% believe a massive, positive new affirmation overnight. Upgrading your mindset by just 20% with a believable, factual step (e.g., changing "I can't save" to "I saved money for that one specific thing once, so I know how to do it") is enough to start shifting your actions. Action Creates Evidence: Thought work is fun, but it stays in your head without a physical shift. True empowerment comes when you move from feeling disempowered to taking control through clear, daily actions. Quotes to Remember "An identity is just a thought you've had over and over again about yourself. You now believe it to be true, but it doesn't actually make it true." – Jennifer Vollmann "Numbers are just numbers on a screen. When we look at them as neutral data, the brain can't argue feelings, and it's a much easier place to act from." – Jennifer Vollmann "The framework doesn't change based on your personality or product. The business owners who see the results they're looking for are simply the action takers." – Ciara Stockeland Work with Me - https://www.ciarastockeland.com/work-with-meVisit the Bookstore - https://www.ciarastockeland.com/bookstoreSign Up for Free Weekly Tips and Trainings - https://www.ciarastockeland.com/subscribe More About the Episode Sponsor:Get $300 off your first month of Pie, and start attracting more high-intent customers through Google Ads and AI search. Claim the offer here: https://getpie.com/contact?utm_source=Ciara+Stockeland&utm_medium=Podcast&utm_campaign=300+offer

    24 min
  5. Jun 2

    #288: The Four Number Buckets

    In this episode of the Inventory Genius Podcast, I’m serving up a major wake-up call for product-based business owners: revenue does not equal profit. If you’ve ever had a record-breaking sales month but still feel completely broke, or if you're making major business decisions based on a gut feeling rather than actual data, this episode is for you. I break down the massive misconception that growing your top-line revenue automatically means scaling your business. In fact, without a clear picture of your numbers, a product business can easily sell itself right out of business due to skyrocketing fulfillment costs and hidden inventory drains. I share the exact four-bucket framework I use with my clients to strip the emotion out of finances, stop the reactive discounting, and give you the ultimate roadmap to smart cash flow. Key Takeaways Feelings Are Not a Financial Strategy: Making reactive decisions based on emotion leads to overstocking, undercharging, and unnecessary discounting. Data gives you the confidence to say yes or no to hires, ad spend, and wholesale inquiries. The Revenue Trap: Product businesses can easily grow themselves out of business if their cost of goods sold (COGS) is too high or if inventory is mismanaged. Your Secret Weapon: Gross margin is the single most overlooked and underutilized number in a product business, but it serves as the absolute backbone of a sustainable brand. The 4 Buckets of Numbers To make your data easy to digest, I break down your business metrics into four distinct categories: Revenue & Sales: Total sales, sales by revenue stream (e-commerce, wholesale, brick-and-mortar), average order value (AOV), and units per transaction (UPT). Profitability: Gross margin per product, total COGS (materials, packaging, labor), and net profit/loss. This is where vanity metrics end and true scaling begins. Inventory & Cash Flow: The value of inventory on hand, inventory turn (what's moving vs. sitting), and cash in versus cash out. Customer Metrics: New vs. returning customer ratios, email list growth, and store/website conversion rates. These allow you to accurately predict future revenue trends. Your Financial Hygiene Rhythm Different numbers require a different review process. I recommend establishing a dedicated routine—like our signature Money Mondays—to check in on your business health. The Weekly Checklist - Total revenue (this week vs. last week)- Units sold by product category or brand- Average order value (AOV)- New email subscribers or customer acquisition numbers- Cash balance in your dedicated inventory checking account- Outstanding invoices or bills due- Top-selling products- Ad spend vs. revenue generated from ads The Monthly Checklist - Total revenue vs. the prior month and the same month last year- Breakdown of revenue by specific revenue stream- Gross margin by your top 5 products or brands (be ruthless here!)- Total cost of goods sold (COGS) for the month- Full financial review (Profit & Loss statement and Balance Sheet)- New vs. returning customer ratios- Total marketing spend vs. total revenue generated Work with Me - https://www.ciarastockeland.com/work-with-meVisit the Bookstore - https://www.ciarastockeland.com/bookstoreSign Up for Free Weekly Tips and Trainings - https://www.ciarastockeland.com/subscribe More About the Episode Sponsor:Simply Lynn's Creative (https://simplylynnscreative.com/) - With real retail roots and 225+ brands served since 2018, Simply Lynn's Creative partners with retailers and product-based businesses on branding, Shopify website design, and Klaviyo email marketing. They build the strategy, the systems, and the confidence to help you grow a brand that looks the part and sells to match! Use code CS15 at checkout, and save 15% off anything in the Resources Shop!

    19 min
  6. May 26

    #287: ROI is Not Just a Marketing Metric

    We’ve all heard the classic business cliché: "You have to spend money to make money." But honestly? I’ve never really loved that phrase. It leaves out the most crucial part of the equation. What if we rephrased it to: You have to spend money to make money, but you also need to know if the money you’re spending is actually working. In this episode, I’m challenging product-based business owners to stop looking at Return on Investment (ROI) purely through the lens of digital ad spend. The truth is, every single dollar that leaves your business is an investment, and every investment deserves a return. From hiring team members to investing in photography, copywriters, and coaching programs, I break down how you might be flying blind with your capital and how to start tracking profit metrics instead of vanity metrics. I also share a simple, three-question audit you can start using today to ensure every dollar has a job and is doing it well. Key Takeaways The ROI Reframe: ROI isn't just a marketing metric. If cash is flowing out of your business in a dozen different directions, you need to measure what is coming back in return for every single one of those streams. The Danger of Raw Ad Metrics: Generating $3,000 in sales from a $1,000 ad spend sounds great on paper (a 3x ROAS). But when you factor in a 50% cost of goods ($1,500), agency fees, fulfillment labor, and shipping, you might actually be paying to run yourself out of business. Measuring the Unmeasurable (Employees): Hiring feels like growth, but without tracking output, it’s just added overhead. Employees don't always generate direct revenue, but they must generate a measurable return—whether that's freeing up your time to bring in new accounts or increasing production speed. Learning vs. Implementation: Buying a coaching program, course, or mastermind and only implementing 20% of it means you are losing money. Learning is not a return on investment; implementation is the return. The Secret of Profitable Businesses: The most profitable product-based businesses aren't necessarily the ones with the highest revenue. They are the ones with the fewest dollars going out the door that don't serve a clear purpose. The 3-Question ROI Audit To keep yourself from flying blind, I want you to perform this quick audit this month on any expense—whether it's a software subscription, a new piece of equipment, an employee, or a mastermind: What did it cost me? (Be sure to include your time, not just your money). What specific outcome was I expecting from it? (Name a tangible, concrete result). Did I get that outcome? (Yes, partially, or not at all). My Advice: Once you have your answers, act on them immediately. Double down on what’s working, fix or re-engineer what is underperforming, and ruthlessly cut what isn't producing. Work with Me - https://www.ciarastockeland.com/work-with-meVisit the Bookstore - https://www.ciarastockeland.com/bookstoreSign Up for Free Weekly Tips and Trainings - https://www.ciarastockeland.com/subscribe

    19 min
  7. May 19

    #286: Why Clean Data is the Backbone of Every Product Business

    Today we’re digging into a topic you might not have considered before: the importance of clean financial data. We talk about numbers constantly—how to focus on them, why they matter, and what you should be looking at. But we haven’t truly discussed why having clean information is the absolute backbone of successful decision-making in a product-based business. The Danger of Dirty Data I recently spoke with two clients who were using a financial analysis tool to guide their buying. The tool kept telling them to buy more, buy more. They followed the data, thinking they were being efficient, only to end up buried in inventory that didn't move. That wasn’t a supply chain problem or a marketing problem—it was a data problem. Dirty data is dangerous because it doesn't come with a warning label; it looks like fact, but it's actually fiction dressed as finance. What Does Dirty Data Look Like? If you want to avoid making wrong decisions confidently, watch out for these five common red flags: Miscategorized Transactions: Expenses floating in no man's land or assigned to the wrong revenue streams. COGS vs. OPEX Confusion: When your inventory purchases are blurred with operating expenses, you can’t see your true margin. Timing Errors: Recognizing revenue when cash hits rather than when it’s earned (Cash vs. Accrual). Inventory Valuation Gaps: Your books say you have 800 units, but your warehouse only has 500. Un-netted Discounts: Refunds and chargebacks that aren't properly subtracted from your top-line revenue. The Three Cs of Clean Data To run a genius inventory system, your data must be: Consistent: Applying the same rules and categories every single month. Connected: Your POS, bank account, and accounting software should all tell the same story. Current: Books should be reconciled and in your hands by the 15th–20th of every month—not just at tax time! 8 Key Data Points You Need to Track I want you to look at your dashboard and ask: “Do I actually have this number, and can I trust it?” Gross Margin by SKU: Not just overall, but by category and brand. Inventory Valuation: Real-time wholesale and retail value. 12–13 Week Cash Flow: A forward-looking projection of your bank balance. Net Revenue: Gross sales minus returns, fees, and discounts. Customer Acquisition Cost (CAC): What it actually costs to get a buyer through the door. Inventory Turn: How fast your product is moving by department. All-in Cost Per Unit: The landed cost including shipping and handling. Contribution Margin: Revenue minus all variable costs to see what truly goes toward profit. Your 3-Step Data Audit Don't just listen—take action today with these three simple steps: Step 1: Pull your P&L and go line-by-line. Ensure every expense is correctly categorized. Step 2: Confirm your bookkeeper is reconciling accounts monthly and delivering reports on time. Step 3: Check your POS. Ensure every SKU has an accurate cost associated with it. Final Thought: Stop treating your books like a tax document and start treating them like a GPS. Clean data leads to better decisions, which leads to stronger margins, which leads to cash. Work with Me - https://www.ciarastockeland.com/work-with-meVisit the Bookstore - https://www.ciarastockeland.com/bookstoreSign Up for Free Weekly Tips and Trainings - https://www.ciarastockeland.com/subscribe More About the Episode Sponsor:T&O Strategic Advisory (http://www.tostrategicadvisory.com/) - Offering a wide range of tax and accounting services, including entity election and S-Corp advisory.

    25 min
  8. May 12

    #285: Meet the IGOS (The Inventory Genius Operating System)

    I am so excited to dive into today’s topic because it is the heartbeat of everything we do here. We’re talking about the Inventory Genius Operating System (IGOS). As a podcast listener, save $500 when you click here and enter code PODCAST2IGOS at checkout. I believe—no, I know—that every single product-based business owner needs this system. Why? Because I built it out of the ashes of my own failure. I’m sharing my story, not because it’s easy to tell, but because it’s the proof that business can be done differently. You don’t have to play store anymore; it’s time to build a business that actually serves you. My Journey: From Total Loss to Total Clarity In 2006, I opened my first brick-and-mortar retail store. I was chasing the entrepreneurial dream—expanding, franchising, and hitting top-line revenue goals. On the outside, I looked successful. I had a warehouse, a team of 12, and millions in sales. But behind the scenes, I was drowning. The Reality: I never took a consistent paycheck while my employees got raises. The Debt: I kept taking on more debt because I didn't understand that profit matters more than revenue. The Crash: Eventually, I lost it all—my business and my home. That pain gave me a burning desire to ensure no other business owner felt that way. When I started my next business (a subscription box), I did it differently. I built for profit from Day 1, took a paycheck from Day 1, and developed the system that became IGOS. Within 18 months, I sold that business for a profit. Why IGOS Works for Every Product Business Whether you are a $4 million brand with a decade of history or a six-figure e-commerce side hustle, the problem is usually the same: Inventory is eating your cash. The $4M Success Story: I worked with a client drowning in debt and guilt. In just one year of using IGOS, we paid off $500,000 in debt and turned her business into a cash-flowing machine. The E-comm Success Story: Another client, Megan, was infusing her own 9-to-5 salary just to keep her online shop afloat. Within six months of implementing IGOS, she was profitable enough to take her family on a six-month trip around the world while the business ran itself. The Core Framework: The Three Layers of IGOS We build your business back up using three interconnected layers: 1. The Relationship: Cash Flow + Inventory This is the foundational truth: Cash and inventory are directly connected. * If you buy too much, your cash is stuck on a shelf. If you buy too little, you lose sales. IGOS moves you away from gut feeling and emotion and moves you toward data-driven decisions. 2. Financial Structure & Rhythms Once you understand the connection, we build a system to maintain it. Most owners are reactive—panic buying or holding "fire sales" out of anxiety. We create a predictable rhythm. Note: You don't need to be a math whiz! I’m not an accountant or a CPA. I’ve made this simple, bite-sized, and accessible for everyone, even if you hate numbers. 3. Sustainable Operations This is where you move from surviving to thriving. We build operational systems that your team can follow and that can scale with you. We replace your daily chaos with absolute clarity. Stop Playing Store IGOS isn't a magic wand or a trendy strategy; it’s a system that addresses the root cause of your financial stress. If you have inventory—whether it's clothing, dog food, or handmade goods—this will work for you. Ready to change your story? Stop frantically chasing money and start building with strategy. Visit: www.ciarastockeland.com Action: Click on "Work With Me" and get the Inventory Genius Operating System today - save $500 with the code PODCAST2IGOS I want to hear your success story next. Let's stop playing store and start building a business that pays you back! Work with Me - https://www.ciarastockeland.com/work-with-meVisit the Bookstore - https://www.ciarastockeland.com/bookstoreSign Up for Free Weekly Tips and Trainings - https://www.ciarastockeland.com/subscribe More About the Episode Sponsor:Get $300 off your first month of Pie, and start attracting more high-intent customers through Google Ads and AI search. Claim the offer here: https://getpie.com/contact?utm_source=Ciara+Stockeland&utm_medium=Podcast&utm_campaign=300+offer

    28 min
5
out of 5
36 Ratings

About

Looking for a business mentor with decades of experience in business ownership, inventory and cash flow management, and client coaching? Get started with Ciara Stockeland’s Inventory Genius podcast. As a Fractional CFO and Profit Strategist, Ciara specializes in breaking complex business topics into bite-sized, actionable steps you can implement today. Tune in, get inspired, and learn from Ciara and her range of incredible guests. Discover why thousands of products-based businesses owners turn to Ciara for guidance on inventory management, debt reduction, e-commerce strategies, financial strategy, business growth, retail profitability, and more. Whether you’re a new business owner or a long-time entrepreneur, each episode with give you nuggets of information, insights and strategies you can start implementing now. For business inquiries please email: hello@ciarastockeland.com.

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