We have a par system for the basics: curds, simple syrup, caramel, sauces, purees, etc and the most popular items our clients order (macaron shells, chocolate decadence, cheesecake pops). We have white boards on the outside of the cooler and freezer. Everyone contributes when something is getting low by writing it on the white board, and there is a white board on the outside of the freezer also lists current inventory for the stuff we have to maintain. Same for paper (boxes, cardboards, cupcake liners) and supplies (like heath bar or cocoa) so when it's low, it goes on the board so it can be replenished. One person (me) is responsible for writing up the daily prep sheets for the week and usually we have one day (Tuesday) that we do the bulk of the restocking for basics because it's not a heavy production day. I can look at the board outside the freezer and know that if we have less than 50 individual Decadence in the freezer, we should make another batch to have on hand and make that part of the prep list for a day.