Consumables tracking spreadsheet
For the things you use up: gloves, batteries, filters, fixings, printer toner. Stock levels with a minimum and a full-shelf level, an order column that does the maths, and a log of what was taken and by whom.
Free, no sign-up, no email. The stock levels imports into ItemTally as it is.
Preview and print
Consumables taken
Write a line when you take something. Tell someone when you take the last one.
| Date | Item | In | Out | Taken by | For | Notes |
|---|---|---|---|---|---|---|
| 2026-10-12 | Nitrile gloves, M | 2 | Ade Bello | Workshop clean-down | ||
| 2026-10-13 | Air filter, F7, 592x592 | 4 | Plant contractor | AHU-1 service | ||
| 2026-10-14 | AA batteries | 48 | Delivery | PO 2231 | ||
Your browser's print dialog can also save the sheet as a PDF. Example rows are shown in green and only print if you tick the box.
What it's for
Consumables go missing a box at a time, with nobody writing it down, and you find out on the day there are no gloves. The two things that fix it are a minimum for each item, so you order before you run out, and a usage log with a name on every line, so you know where stock is going.
In the Excel file, To order works out how many to buy (Max quantity minus Quantity) for anything at or below its minimum, and those rows turn amber. Print the usage log for the cupboard door. The stock levels tab imports into ItemTally as it is, with minimums and the barcodes on the boxes.
The columns, and what to write
Stock levels Imports into ItemTally
| Column | What to write | In ItemTally |
|---|---|---|
| Name | Include the size or spec: Nitrile gloves, M. | Name |
| Quantity | How many you have now. Whole numbers only. | Quantity |
| Unit | pcs, box, roll, pair, litre. Count the way you reorder. | Unit |
| Location | Where it lives. Use a path with slashes: Store room / Shelf 2. | Location (folder path) |
| Min quantity | Order more when you get down to this. | Low-stock alert at |
| Max quantity | What a full shelf holds. The order size is max minus what's left. | Restock to |
| Supplier | Custom field (pick it when matching columns) | |
| Supplier ref | Their product number, for reordering. | Custom field (pick it when matching columns) |
| Barcode / asset ID | The barcode on the box, if it has one. | Barcode or code (old labels keep scanning) |
| Value | Price of one unit. | Value |
| To order | Max quantity minus quantity, when at or below minimum. Calculated in the Excel file. | Not imported (ItemTally works out reorders itself) |
| Notes | Anything else worth knowing. | Notes |
Usage log Log, for your records
| Column | What to write | In ItemTally |
|---|---|---|
| Date | Logbook (not imported) | |
| Item | As in Stock levels. | Logbook (not imported) |
| In | Delivered or returned. | Logbook (not imported) |
| Out | Taken or used. | Logbook (not imported) |
| Taken by | Who took it. Skipping this is why stock vanishes. | Logbook (not imported) |
| For | Job, room, machine or reason. | Logbook (not imported) |
| Notes | Logbook (not imported) |
Keep numbers plain (249.00, not €249) and write dates as 2026-10-16. Saving a CSV from Excel? Choose CSV UTF-8; it saves the tab you're on.
How to use it
-
List what you actually reorder
Start with the twenty things that cause trouble when they run out. Name them by spec and size, the way you'd order them.
-
Set a minimum and a full level
Min quantity is your reorder point: enough to last until the delivery arrives. Max quantity is what the shelf holds. Not sure? Use the reorder point calculator.
-
Put the log where stock is taken
Print the usage log for the cupboard door, or keep the tab open on a shared screen. A name and a reason on each line.
-
Order from the To order column
Once a week, filter To order to non-blank and place one order. Add a line with the delivery in the In column when it arrives.
When you outgrow paper
When the cupboard door log stops getting filled in
Usage logs only work when people write in them. ItemTally makes the logging part of taking the thing.
| On the sheet | In ItemTally |
|---|---|
| Writing a line on the door | Scan the box, enter how many, done. The logbook records who and when. |
| To order column checked weekly | Items at or below their minimum show on Today straight away, and the reorder list goes to your buyer in one click. |
| Restocking vans or rooms from the main store | A restock list per location from its minimums and full levels. |
| Working out monthly use | Consumption and days-of-stock-left reports, worked out from the logbook. |
Moving over is one upload: the Stock levels tab imports with its columns matched, and you can import it again later to update what's there. Free for one editor and ten borrowers, with unlimited items. Scanning works in your phone's browser. How switching works.
Questions people ask
What's a good minimum for consumables?
Enough to cover what you use while you wait for a delivery, plus a buffer for a bad week. If you use 10 boxes a week and delivery takes a week, a minimum of 15 is a reasonable start.
Should consumables be tracked per person?
For PPE and expensive items, yes. A name on each line shows where stock goes. For cheap fixings, tracking by job or room is enough.
Can I import the stock levels into ItemTally?
Yes. Name, Quantity, Unit, Location, Min quantity, Max quantity, Barcode / asset ID, Value and Notes match on their own. Supplier and Supplier ref can become custom fields.
Keep the columns. Lose the clipboard.
ItemTally reads this file as it is, and your labels keep scanning.
Free for one editor and ten borrowers, with unlimited items. No card needed.