Storing Stock: Which Storage Option Is Right for Your Small Business?
More than 2 million businesses in the Netherlands have one working member; with construction, commerce and trade taking up a large portion of sole traders. With traders especially, growing stock can quickly take over your home, garage or van if you're operating solo.
A warehouse might seem like the obvious next step, but it can mean paying for more space and facilities, and taking on a bigger commitment, than your business actually needs. Self storage, a powered business unit or conventional business premises can all provide extra capacity. The right choice depends on what you store, how often you need access and what you intend to do at the premises.
Start with the way your business operates
Before you compare spaces, get clear on what you actually need day to day. These six points will help you narrow down the options.
1. Stock volume
Estimate the space used by your current stock, packaging, tools and equipment. Allow room for safe access rather than calculating only the volume of the goods.
Consider seasonal peaks too. A webshop may need substantially more capacity before a busy sales period, but an installer may need space for changing equipment, spare parts and project materials.
2. Access frequency
Write down when you are likely to visit - during evenings, weekends or several times during the working day. Will you store equipment you only use once in a while so your visits will be less frequent? Maybe you'll plan trips to your unit based on new stock arrivals instead.
Check the provider's access hours and whether they match the times you're likely to visit. MijnSafestore offer extended access outside of store opening hours to better fit your schedule.
3. Deliveries
If suppliers or couriers need to deliver when you are away, ask:
- Can the provider accept deliveries when you're not there?
- Where will larger deliveries be unloaded?
- Are there restrictions on vehicle size or pallets?
For a webshop, these points can affect the whole order process. If deliveries arrive several times a week, it may be worth looking for a site with suitable reception or goods-in arrangements rather than choosing on price alone.
4. Parking and loading
Look at how stock will get from your van or delivery vehicle to the unit too. Figure out the distance, loading arrangements and whether equipment such as trolleys can be used on site for free.
Confirm any parking limits or height restrictions and rules for commercial vehicles. Ask if loading areas are shared, particularly if you expect to visit during busy periods.
5. Power
If you need electricity, check exactly what's available and what you're allowed to use it for. Having a power supply doesn't necessarily mean you can run machinery, charge batteries or leave equipment switched on unattended.
If a continuous power supply is essential to protect stock, general storage may not be suitable. A powered business unit or specialist premises may be more appropriate.
6. Staff and working space
Consider how much time people will spend at the location. Regular packing, administration, assembly, maintenance or customer visits may turn a storage requirement into a workplace requirement. If employees will work at the premises, you'll also need to consider your responsibilities under Dutch working-conditions law.
Compare your options for stock storage
Self storage
Self storage for businesses is great if you need a secure place for stock, tools and packaging. Start out or expand your operations without additonal business fees.
It may work well when:
- stock levels change regularly and you want the option to resize
- only you or a small number of authorised people need access
- you do not need permanent power or intend to use the unit as a regular workplace
- suppliers can deliver goods to your storage location.
A self-storage unit is primarily designed for storage - not as a workshop or permanent place of work. Providers can set limits on the activities allowed inside a unit, so read the terms of your agreement if you plan to do anything beyond storing and collecting goods. For example, MijnSafestore don't allow workspace activities, but do offer parcel collection services - so staff can receive items on your behalf.
Powered business units
A powered business unit sits between general storage and conventional commercial premises. It can be useful where stock needs to be stored alongside light, permitted business activity.
This option may suit:
- installers charging approved equipment
- tradespeople preparing materials for jobs
- businesses that need longer working periods at the unit
- operators receiving frequent commercial deliveries
Having power doesn't automatically mean every electrical activity is allowed. There will be specific rules for machinery, heating, battery charging and unattended equipment - ask about these before you choose a unit. They could also restrict noise, waste, customer visits and the number of people working on site.
You could be asked for identification, company details, a KVK extract and information about what you plan to store or do in the unit. For those just starting out without an establised business presence, self storage would be a more suitable alternative.
Conventional business premises
Conventional offices, workshops and warehouses generally involve a larger financial commitment and more due diligence than a powered unit. For offices and storage premises, the lease term, notice arrangements and much of the commercial protection are determined through negotiation.
Conventional premises start to make more sense if you need:
- several employees working on site with customer or supplier visits
- continuous picking, packing or dispatch with regular deliveries
- machinery or specialist equipment
- dedicated office, welfare or staff facilities intended for daily operations
Before you take on commercial premises, check the local omgevingsplan. It sets out which activities are permitted at a particular location and can also determine when you need an omgevingsvergunning. You can look up the rules for an address through Regels op de kaart in the Omgevingsloket.
The business may also become responsible for fit-out, utilities, maintenance, fire precautions, workplace safety and local requirements. Commercial rents can rise and longer agreements may be difficult to end early.
Use a practical comparison
| Requirement | Self-storage | Powered business unit | Conventional premises |
|---|---|---|---|
| Flexible space for changing stock levels | Downsize or upsize as stock levels fluctuate. | Depends on the provider | Often less flexible |
| Frequent supplier deliveries | Check acceptance and attendance rules | Check acceptance and attendance rules | Can be arranged around your operation |
| Pallets or large vehicles | Pallets available with forklifts in selected locations. | Site-dependent loading access. |
You can chose a location that provides this. |
| Electricity | Limited or unavailable | Available, with usage restrictions | Selected and configured by you for the operation. |
| Staff access to site | Ability to nominate additional access - limited for security. | May be permitted - limited for security. | Possible with suitable facilities and compliance |
| Customer visits | Commonly prohibited | Often restricted | Depends on the lease and local rules |
| Cost | Standard rate based on unit size and duration. Includes contents protection if you haven't arranged insurance separately. | Electricity, service charges, parking and waste disposal could incur additional costs. | Cost not including deposit, utility charges, permits and business requirements. |
Plan for incoming stock before the space becomes full
Consider what happens when order numbers, stock value or staffing increase. What is the cost and process for moving to a larger unit? Can additional units can be rented alongside your primary storage room?
Self storage providers like MijnSafestore offer storage in mutiple units at the same location or across the country - all managed under one account. A slightly larger unit may support a short growth period - especially if this is due to seasonal stock preparations that you expect to sell within the coming months.
Insurance for your stock, tools and equipment
Goods insurance can cover trading stock and materials against risks such as fire, water damage or theft. Inventory insurance is separate and can cover business assets such as computers, furniture and tools. Each policy has its own conditions and exclusions.
Self storage can streamline this process by providing cover for your goods without addidtional business rate charges. Keep an up-to-date stock record, photographs and evidence of purchase. These can support a claim if you ever have to make one.
Check the list of prohibited and restricted goods
Storage providers normally prohibit goods that create legal, safety, environmental or nuisance risks. The exact list varies, so review your terms before moving into the unit. Give the provider a clear description of your stock if there is any uncertainty. Written approval is safer than assuming an item is accepted just because it's sold through an ordinary retail channel.
Choose your stock space around the job it needs to do
Self-storage could be enough if you're mainly storing stock, tools or equipment and want the flexibilty the change your unit size according to your inventory (saving you from paying for unused space).
A powered business unit may suit you better if you need electricity or expect to spend more time at the space, provided your planned activities are permitted.
Conventional business premises are worth considering if several people will work there regularly, you have frequent deliveries or dispatches, or the premises will become part of your day-to-day operation.
Before signing, describe a typical working week to the provider. Include delivery frequency, vehicle type, access times, electrical equipment, staffing and the activities you expect to carry out. Ask for written confirmation of what is permitted.
