Keeping accurate inventory records does not have to mean building a spreadsheet from scratch. Our free inventory templates give small businesses ready-to-use tools for counting stock, tracking quantities, monitoring reorder needs, and organizing product information in Excel or Google Sheets.
Start with our general inventory template if you need an all-purpose inventory tracking spreadsheet for your business. You can also choose a more specialized inventory sheet template for retail stock counts, food and bar inventory, warehouses, parts, equipment, software, and other use cases. Each template can be customized with the columns, formulas, categories, and tracking fields your business needs.
- Download our free inventory management template
- Compare the right inventory template
- What is an inventory template?
- 10 free inventory templates
- 6. Barcode inventory template
- 10. Software inventory template
- How to use an inventory template in Excel or Google Sheets
- How to use our inventory templates each week
- When to use an inventory template vs inventory software
- Frequently asked questions (FAQs)
- Bottom line
Download our free inventory management template
Best for: Small retailers and ecommerce businesses that want one spreadsheet for inventory counts, reorder tracking, purchase orders, barcode counting, and basic inventory reporting.
Our free small business inventory template is the best starting point if you want more than a basic inventory list. The workbook combines physical inventory counting with tools for monitoring stock levels, preparing purchase orders, and reviewing inventory performance. Step-by-step instructions are also included.
What you'll find in the workbook
Tool or feature | What it helps you do |
| Inventory count sheet | Record physical inventory quantities and keep stock counts organized |
| Product and SKU tracking | Maintain identifying information for the products you carry |
| Quantity and reorder tracking | Monitor stock on hand and identify products that need replenishment |
| Purchase order tools | Prepare reorder information for suppliers |
| Inventory performance tools | Review inventory data using built-in calculations |
| Barcode generator | Create barcodes for products that need them |
| Barcode printing | Prepare generated barcodes for printing and product labeling |
| Smartphone barcode counting | Scan barcodes from a phone while conducting inventory counts |
| Variant tracking | Account for products with differences such as size or color |
The updated workbook specifically includes a barcode generator, barcode printing page, and an inventory count sheet with barcode-reading functionality that can be used from a smartphone.
Compare the right inventory template
Not sure which inventory template you need? Use the comparison table below to find the best option for your business, then click the template name to jump directly to its download and instructions.
Template | Best for | Format | Barcode | Reorder tracking | Reporting |
| FSB Inventory Management Template | General small business inventory | Excel, Google Sheets | ✓ | ✓ | ✓ |
| FSB Basic Retail Stock Count Template | Physical retail stock counts | Excel, Google Sheets | x | x | x |
| FSB Liquor & Bar Inventory Template | Bars, restaurants, and liquor stores | Excel, Google Sheets | x | x | x |
| Warehouse Inventory Template | Warehouse stock and bin locations | Excel | x | ✓ | x |
| Food Stocktake Inventory Template | Restaurant food costs and inventory | Excel | x | x | ✓ |
| Barcode Inventory Template | Barcode-based inventory tracking | Google Sheets | ✓ | x | x |
| Simple Food Inventory Template | Basic ingredient tracking | Google Sheets | x | x | x |
| Parts Inventory Template | Parts, repairs, and equipment maintenance | Excel | x | ✓ | x |
| Equipment Inventory Template | Equipment and business asset tracking | Excel | x | x | x |
| Software Inventory Template | Software licenses and IT asset management | Excel | x | x | x |
What is an inventory template?
An inventory template is a prebuilt spreadsheet that helps businesses record, organize, and track inventory. Depending on your needs, it can be used to count physical stock, monitor inventory levels, calculate inventory value, and identify when it's time to reorder products.
While an inventory list provides a snapshot of the items you have in stock at a given time, an inventory tracking spreadsheet is designed for ongoing inventory management. It typically includes formulas, reorder points, supplier information, and other tools to help you maintain accurate inventory records.
Many small businesses use inventory templates because they're affordable, easy to customize, and available in familiar formats like Excel and Google Sheets.
What should an inventory template include?
A good inventory sheet template should make it easy to identify products, monitor stock levels, and reorder inventory before you run out. Most businesses can start with these essential fields and customize them as their inventory grows.
Field | Purpose |
| SKU or item number | Identifies each product with a unique code |
| Product or item name | Lists the name of the inventory item |
| Description | Adds details to distinguish similar products |
| Category | Groups products by department or type |
| Quantity on hand | Records current inventory levels |
| Unit cost | Tracks the purchase cost of each item |
| Inventory value | Calculates the total value of available stock |
| Reorder point | Indicates when more inventory should be ordered |
| Reorder quantity | Specifies how much inventory to reorder |
| Supplier or vendor | Records where the product is purchased |
| Storage location | Identifies where the item is stored |
| Barcode | Allows barcode scanning for faster inventory counts |
| Last count date | Tracks when inventory was last verified |
| Notes | Stores additional information, such as damaged or discontinued items |
Optional fields by business type
Different businesses may need additional fields based on the products they manage.
- Retail: Size, color, product variants, selling price
- Food service: Expiration date, storage location, unit of measure
- Warehouse: Bin number, aisle, pallet or case quantity
- Equipment: Purchase date, condition, maintenance schedule, depreciation
- Software: License number, installation location, renewal date
How to choose the right inventory template
Use the guide below to find the inventory template that best matches your business needs.
Choose this template if you need... | Best for |
| Simple inventory list | Small inventories, occasional physical counts, one storage location, and basic recordkeeping |
| Inventory tracking spreadsheet | Ongoing inventory management with reorder points, suppliers, and inventory value calculations |
| Barcode inventory template | Businesses with many SKUs that perform frequent inventory counts using barcode scanners |
| Industry-specific template | Retail, food service, warehouses, equipment, parts, or software inventory with specialized tracking fields |
| Inventory management software | Multiple locations, real-time inventory updates, automated stock tracking, or advanced reporting |
If your business has outgrown spreadsheets, see our guide on when to use an inventory template vs inventory software later in this article.
10 free inventory templates
The best inventory template for your business depends on what you need to track. Some businesses only need a simple physical count sheet, while others need tools for variants, reorder levels, food costs, barcodes, equipment, or software licenses. The templates below cover those different use cases, with options for Excel and Google Sheets.
1. Free small business inventory management template
- Best for: General-purpose small business inventory management
- Available formats: Excel and Google Sheets
- Limitations: Barcode functionality is available through the Google Sheets version rather than Excel.
Inventory List Template: Allows you to customize the options headers and add your stock counts for each or leave blank if not needed. 
Supplier Contact List Template: Allows you to maintain a list of supplier information; purchase order template will generate supplier contact information based on this list. 
Purchase Record List Template: Allows you to maintain a record of all your purchases and adjust your stock-on-hand and generate a list of purchase order reports. 
Sales Record Template: Displays accurate on-hand inventory as shown in your inventory list to reflect sales of items that have left and not yet left your store. 
Low Stock Reporting Template: Using a filter, allows you to creates a list of products that are below your specified reorder point. 
Purchase Order Template: Provides you with a dropdown list for products available in your inventory template and auto-populates the cost price for you; also automatically computes for total cost per item and order after deducting specified discounts (if any). 
Inventory Performance Calculator: Allows you to compute your inventory shrinkage rate and inventory turnover ratio to determine how much inventory you’ve lost and how efficiently you converted inventory into sales for a specific period. 
A new inventory count sheet tab with barcode option 
The new barcode print tab allows you to choose a product barcode to display from a dropdown list. The margins are already set for an A4 size sticker paper.
Our free small business inventory management template is the best all-purpose option on this list for retailers and ecommerce businesses that want to track physical inventory, reorder needs, purchase orders, and basic inventory performance in one workbook. The Google Sheets version also supports barcode generation, printing, and smartphone barcode counting.
Jump to the featured inventory management template above to see all included tools and download the Excel or Google Sheets version.
2. Basic retail inventory template
- Best for: Small retailers conducting manual physical inventory counts
- Available formats: Google Sheets, with the option to export to Excel
- Limitations: This workbook is focused on physical inventory counts and does not include the reporting tools found in the main FSB inventory management workbook.
Simple Quantity-on-Hand Template: Lists product names and numbers and leaves a space for the counter to enter the quantity-on-hand (QOH) for each item or case unit. 
Total Quantity-on-Hand Inventory Template: Adds columns for a stockroom count and grand total so you can count products in the stockroom and on store shelves separately; best for stores that carry overstock in a storeroom and also stock items on store shelves. 
Case Count Inventory List Template: Count cases, note the case quantities (12, 24, etc.), then count any individual units on the shelf and add up the total quantity-on-hand after counting is done. Best for retailers that stock items by the case but sell by the piece. 
Single Variant Option Inventory Template: Best for counting goods that have one option like size, such as cleaning items, snacks, and pet food. You can update the size options on the headers for the template or expand by adding additional columns if you need more. 
Multiple Variant Option Inventory Template: Handles counts for products that have two options, like color and size, and works for retailers and stores that sell anything from household items to school supplies. Customize the template headers with your own naming conventions for size or expand by adding additional columns if you need more.
The basic retail inventory template is a straightforward option for businesses that need to count on-hand stock without advanced reporting tools. The workbook includes five tabs that support different types of retail inventory counts.
The first tab is a simple item count sheet. The second separates shelf quantities from stockroom quantities, which can be useful for stores with backroom storage. Another tab supports case counting, while the final two are designed for products with variants such as size and color.
What it tracks:
- Basic item quantities
- Shelf and stockroom quantities
- Case quantities
- Size variants
- Color variants
3. Bar and liquor inventory template
- Best for: Bars, restaurants, and liquor stores that need to count beverages by storage area
- Available formats: Spreadsheet template
- Limitations: This template focuses on manual beverage counts and does not include automated reorder alerts or reporting.
For store or restaurant owners selling alcoholic beverages, keeping a tab on supply requires a more detailed inventory count process. The ease or complexity of conducting bar inventory will depend on your business size. If you only have one lightly trafficked venue or store, using a spreadsheet could do the trick for maintaining inventory count.
The tables are straightforward, with space to customize your item list. It lets you track the number of units based on where they are stored along with the unit price and totals.
What it tracks:
- Beverage items
- Storage locations
- Unit quantities
- Unit prices
- Inventory totals
Free Full-service Bar Inventory Template
If you run a bar that primarily sells alcoholic and non-alcoholic beverages, this free template is your best option. The spreadsheet lets you categorize your list based on your selection of drinks and supports functions that allow you to easily track beer on tap and in bottles and liquor and wine by bottle and glass.
Wine Bar Inventory Template
This spreadsheet is ideal for businesses that sell wine but not liquor. The template provides a space for a large selection of wine categories and tracks each by storage location, bottle, and glass.
Restaurant Bar Inventory Template
Restaurants with a full bar will need an inventory tracking system to handle a wider range of beverages. This spreadsheet not only creates categories for different wine and liquor brands but it includes subcategories for tracking drinks by glass and by the bottle.
4. Warehouse inventory template
- Best for: Wholesalers and retailers managing high-volume inventory and warehouse locations
- Available formats: Microsoft Excel
- Limitations: The worksheet does not include a reporting function, so it may work better as a supporting tool alongside a larger inventory management workbook.
Microsoft's warehouse inventory template helps businesses track inventory quantities alongside warehouse bin locations. It is useful for businesses that keep larger volumes of stock or need to organize inventory across multiple storage areas within a warehouse.
The template can also help identify when products need to be reordered and can support businesses that manage many units or product variants.
What it tracks:
- Inventory quantities
- Warehouse bin locations
- Reorder needs
- Product variants
- High-volume stock
Inventory List Template: Allows you to keep a record of all your products and track the location and inventory value of each variant. 
Inventory Pick List Template: Gives you the ability to send a set of inventory items based on a client’s purchase order and allows your warehouse personnel to easily locate and prepare the items for shipping. 
Bin Lookup Template: Keeps a record of bin locations inside your warehouse; you can specify row, shelf, and bin number to help locate products in your warehouse faster.
5. Food stocktake inventory template
- Best for: Small restaurants and cafes that want inventory counts plus food cost reporting
- Available formats: Excel
- Limitations: It does not include a dedicated way to count beverages by case and unit, so restaurants may need a separate bar inventory template.
The food stocktake inventory template from Spreadsheet 123 is designed for businesses that want to monitor ingredient levels and food costs in the same workbook. It tracks opening inventory, purchase costs, stock availability, cost variances, and gross profit.
The template also supports food categories, units of measure, and country-specific tax settings. It produces weekly reporting and analysis for purchase cost, stock availability, and gross profit by section.
What it tracks:
- Ingredients
- Opening inventory
- Purchase costs
- Stock availability
- Cost variances
- Gross profit
- Units of measure
Settings and Configuration Tab: Allows you to set performance metrics as well as taxes and staff allowances; lets you assign categories that will be applied to the rest of the workbook. 
Inventory List Template: Lets you keep an updated record of each ingredient in your inventory, assign units of measure for each item, and specify the category it falls under. 
Food Stock Opening Template: Shows you the starting quantity per food item for a specified period; provides option to manually change the quantity to adjust for wastage. 
Purchase Log Template: Allows you to keep a record of your weekly purchases and show how much of each item is purchased for your specified period. 
Stock Count Template: Use this template when conducting a physical count of your food items in regular intervals within your specified period. 
Stock Closing Inventory Template: Displays the final count of all your food inventory within your specified period and accounts for the changes recorded from the stock opening and stock count tabs. 
Weekly Inventory Report Tab: Provides total value of your food inventory along with a report of your cost of goods sold and profit margin; displays the variance to indicate any inventory lost due to wastage.
6. Barcode inventory template
- Best for: Small retailers that want to connect a Google Sheets inventory file to a barcode scanning app
- Available formats: Google Sheets
- Limitations: This option requires an AppSheet setup and a dedicated Google Sheet. Businesses that want a barcode-enabled workbook without relying on this setup may prefer the FSB inventory management template.
Coupler.IO's barcode inventory template is designed to work with AppSheet. The setup uses Google Sheets as the backend inventory database while AppSheet turns a smartphone camera into a barcode scanner.
Businesses can use the app to capture barcode data and then search, update, and sort inventory records. The spreadsheet already includes predefined column types that can be customized to match the AppSheet setup.
What it tracks:
- Barcode data
- Inventory records
- Product searches
- Inventory updates
- Backend inventory data
Sync your Barcode Inventory Template with the inventory management app by AppSheet to automatically update your inventory records. (Source: AppSheet) 
Barcode Inventory Template: Designed to sync with AppSheet’s inventory management app in real time. 
Inventory Management App by AppSheet: Turn your smartphone into a barcode scanner and manage your inventory with this app. Connect your barcode inventory template to create a backend inventory record that automatically syncs your data. (Source: AppSheet)
Related: How to Make a Barcode + Free Generator
7. Simple food inventory template
- Best for: Small food businesses that need basic ingredient tracking without reporting tools
- Available formats: Spreadsheet template
- Limitations: The template does not provide reporting functions and works best as a supporting inventory tool.
Coupler.IO's simple food inventory template is a lighter alternative to the food stocktake workbook above. It is designed for businesses that mainly need to track ingredients, purchase dates, use dates, and storage locations.
The template can help users spot ingredients that are running low or approaching their use-by date. It also identifies where each item is stored and highlights staple ingredients for easier tracking.
Choose the food stocktake template if you need food-cost and gross-profit reporting. Choose this template if you mainly need a basic ingredient list and stock tracker.
What it tracks:
- Ingredients
- Purchase dates
- Use dates
- Storage locations
- Staple items
This is a very simple inventory list template for tracking your ingredients. Coupler.IO’s Simple Food Inventory template allows you to list items based on date of purchase and makes it easy to identify ingredients that are about to go out of stock or expire. It also lets you specify where each ingredient is located in your kitchen and highlights staple items for faster tracking.
Unlike Spreadsheet 123’s food stocktake inventory template, this spreadsheet does not provide any reporting function and is best as a supplemental inventory tracking tool for larger inventory management workbooks. It’s also ideal for occasional sellers who sometimes mix home pantry items with ingredients they use to create products for sale. Click on the download link and make a copy for your personal use.
8. Parts inventory tracking spreadsheet
- Best for: Businesses that maintain replacement parts for equipment, rentals, or custom products
- Available formats: Spreadsheet template
- Limitations: The template is built around parts inventory rather than general retail stock, so businesses may need to modify the categories and fields.
Fleetio's parts inventory tracking spreadsheet was created for vehicle-related inventory, but the tabs can be customized for other types of replacement parts. It is useful for businesses that need to maintain stock for equipment repairs, warranties, or rental operations.
Each tab can represent a different parts category, and businesses can add more tabs as needed. The spreadsheet tracks current inventory levels, flags reorder needs, and stores supplier contact information for reference.
What it tracks:
- Parts categories
- Current inventory levels
- Reorder requirements
- Supplier information
9. Equipment inventory template
- Best for: Small businesses that need to track equipment costs, maintenance, and depreciation
- Available formats: Microsoft Excel
- Limitations: This is an asset-tracking sheet, not a traditional inventory template for merchandise or products held for sale.
Microsoft's equipment inventory template is designed for tracking business assets rather than products held for resale. It can be useful for service businesses, makers, and other companies that rely on equipment to operate.
The template tracks equipment from purchase through maintenance and the end of its useful life. It also includes a preset depreciation calculation based on the values and depreciation method entered into the spreadsheet.
What it tracks:
- Equipment purchases
- Purchase costs
- Maintenance costs
- Depreciation
- Replacement planning
10. Software inventory template
- Best for: Small to midsize IT businesses that need to track software licenses and installations
- Available formats: Smartsheet template
- Limitations: The template does not include built-in sales reporting, so users would need additional Excel or spreadsheet skills to create custom reporting.
Software Inventory Tracking Template: Allows you to keep detailed records of your software inventory, which includes the number of licenses available, expiry dates, and vendor information. -
Software Inventory Installation Template: Lets you track every software sold and installed for customers for company use; keeps detailed location, installation, and software information. 
Hardware Inventory Template: Allows you to list all hardware products that have been purchased, sold, or used for repair services. Along with cost and purchase information, it lets you note vendor details, date of next upgrade, and even upload an image link. 
Hardware Vendor List: Helps you keep a record of all your hardware vendors’ contact details for future reference.
Smartsheet's software inventory template is built for businesses that need to manage software and hardware records rather than physical retail inventory. It tracks software purchases, installation details, license expiration dates, upgrades, and supplier information.
The template also helps users identify where software was installed, when licenses need to be renewed, and where purchase and supplier records are stored.
What it tracks:
- Software purchases
- Hardware purchases
- Installation locations
- License expirations
- Renewal dates
- Upgrades
- Supplier information
How to use an inventory template in Excel or Google Sheets
Excel and Google Sheets both work well for small business inventory tracking. The setup is similar, but each platform has a few advantages depending on how you plan to use the file.
- Open or download the template. Use the Google Sheets version if you want a cloud-based file, or download the Excel version if you prefer to work in Microsoft Excel.
- Create a working copy. In Google Sheets, select File > Make a copy. In Excel, save a new copy of the workbook before entering inventory data.
- Replace the sample data. Enter your own SKUs, product names, quantities, suppliers, unit costs, and storage locations.
- Customize the inventory fields. Add or remove columns for information such as product variants, expiration dates, reorder points, or warehouse locations.
- Set reorder levels. Enter the quantity at which each item should be reordered so low-stock products are easier to identify.
- Update inventory regularly. Record current quantities after physical counts and review low-stock items before placing new orders.
Using Google Sheets for inventory
Google Sheets is useful when multiple employees need access to the same inventory file. You can share the workbook, update counts from mobile devices, protect formula cells, and connect the spreadsheet to compatible apps.
The FSB inventory management template also requires Google Sheets for its barcode generator, barcode printing, and smartphone barcode-counting features.
Using Excel for inventory
Excel is useful for businesses that want more control over spreadsheet calculations and data analysis. You can turn your inventory range into a table, sort and filter products by category or location, and use formulas and conditional formatting to monitor stock.
For example:
Inventory value = Quantity on hand × Unit cost
You can also use conditional formatting to flag products when the quantity on hand reaches or falls below the reorder point.
How to use our inventory templates each week
Using an inventory template consistently is just as important as choosing the right one. Set aside time each week to update your inventory so your records stay accurate and you can identify stock issues before they affect your business.
- Open your inventory template. Start with the same inventory workbook each week to keep all your records in one place.
- Count your fast-moving products. Focus on the items that sell most frequently or are most likely to run out between full inventory counts.
- Update current quantities. Enter the latest stock counts into the Quantity on Hand or similar inventory fields.
- Review low-stock items. Compare current inventory levels against your reorder points to identify products that need replenishment.
- Prepare purchase orders. Use your updated inventory records to determine which items should be reordered from suppliers.
- Investigate inventory discrepancies. Review any unexpected shortages or overages before finalizing your inventory count.
- Save your updated inventory. Record the inventory count date or save a dated copy of the workbook so you have a history of previous counts.
Following the same routine each week helps maintain accurate inventory records and makes it easier to identify inventory trends over time.
When to use an inventory template vs inventory software
Inventory templates are a practical solution for many small businesses, but they become harder to manage as inventory volume and operations grow. Use the guide below to determine whether a spreadsheet is still the right tool for your business.
Use an inventory template if... | Consider inventory software if... |
| You have a manageable number of SKUs. | You manage thousands of SKUs or rapid inventory growth. |
| One person or a small team handles inventory counts. | Multiple employees need to update inventory simultaneously. |
| You perform inventory counts weekly or monthly. | Inventory needs to update automatically after every sale. |
| You operate from a single location. | You manage multiple stores or warehouses. |
| You don't need real-time inventory syncing. | You need live inventory tracking across locations and sales channels. |
| Manual purchase orders work for your business. | You want automated purchase orders and reorder alerts. |
| Barcode scanning is optional. | Barcode scanning is part of your daily workflow. |
| Spreadsheet updates are still accurate and manageable. | Spreadsheet errors and stock discrepancies are becoming common. |
If your inventory is becoming difficult to manage with spreadsheets, it may be time to upgrade to inventory management software or a retail POS system.
Lightspeed offers advanced inventory management features with tools like real-time tracking, bulk product imports, low stock alerts, and multi-location syncing. Its seamless integration with sales ensures stock levels are automatically updated as you sell, helping you save time and reduce costly errors. Explore Lightspeed’s inventory tools and see how they can streamline your retail operations.
Frequently asked questions (FAQs)
How do I create an inventory template?
You can create one from scratch by adding columns for SKU, product name, quantity, supplier, storage location, unit cost, and reorder point. However, downloading a pre-built inventory template is usually faster and requires less setup.
Can Excel track inventory?
Yes. Excel works well for small inventories and can automate values and low-stock flags with formulas.
How do I track inventory in Google Sheets?
Create a copy of a Google Sheets inventory template, replace the sample data with your own inventory information, customize the columns, and update quantities regularly. You can also share the spreadsheet with employees and connect it to compatible barcode or automation tools.
What are the main types of inventory templates?
The most common inventory templates include general inventory management templates, retail inventory templates, warehouse inventory templates, food and beverage inventory templates, parts inventory templates, equipment inventory templates, and software inventory templates.
How often should I update an inventory spreadsheet?
The right schedule depends on your business. Retail stores with fast-moving products may update inventory daily or weekly, while businesses with slower inventory turnover may only need weekly or monthly counts. High-value inventory should generally be counted more frequently.
When should I stop using spreadsheets for inventory?
Consider inventory software when spreadsheets become difficult to maintain, multiple employees need live access, inventory is spread across several locations, or you need real-time inventory updates and automated reporting.
Bottom line
A well-designed inventory template can help small businesses organize stock, monitor inventory levels, and plan reorders without investing in dedicated software.
Excel and Google Sheets work well for businesses with manageable inventory, but growing operations often benefit from inventory management software that automates stock updates and reporting.
Our free inventory management template is the best starting point for most businesses, while the specialized templates in this guide support retail stores, restaurants, warehouses, equipment tracking, parts inventory, and software asset management.
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