Inventory spreadsheet template
One sheet for both kinds of thing: stock you count and reorder, and equipment you lend. With minimums, locations as paths, and columns that import into ItemTally without mapping.
Free, no sign-up, no email. The inventory spreadsheet imports into ItemTally as it is.
Preview and print
Inventory
| Name | Type | Quantity | Unit | Location | Min quantity | Max quantity | Serial number | Barcode / asset ID | Category | Value | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Cable ties 300 mm, bag of 100 | quantity | 12 | bag | Store room / Shelf 2 | 4 | 20 | 5012345678900 | consumables | 6.50 | ||
| AA batteries | quantity | 48 | pcs | Store room / Bin 3 | 20 | 96 | consumables | 0.80 | |||
| Nitrile gloves, M | quantity | 3 | box | Workshop / PPE cabinet | 5 | 15 | ppe | 8.90 | Below minimum: order | ||
| Gaffer tape 50 mm black | quantity | 16 | roll | Media store / Shelf 1 | 6 | 24 | consumables | 11.20 | |||
| Epson EB-W51 projector | unique | Media store / Shelf 1 | X8JF4401227 | AV-022 | av | 529.00 | |||||
| Makita DHP485 drill driver | unique | Workshop / Tool wall | WS-031 | tools | 189.00 | ||||||
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
Most inventory spreadsheets go wrong in the same three ways: counted stock and one-off equipment mixed in one quantity column, locations written as prose ("back room, by the paint"), and no minimum, so the sheet can't tell you what to order. This template fixes all three with a Type column, locations as paths (Store room / Shelf 2) and Min and Max columns.
The Excel file turns any row amber when the quantity is at or below its minimum, so it works as a basic low-stock list. Upload the XLSX to Google Drive and open it with Google Sheets to use it there; the formatting comes with it. Every column matches ItemTally's importer by name, so the same file moves over when you're ready.
The columns, and what to write
| Column | What to write | In ItemTally |
|---|---|---|
| Name | What it is, the way your team says it. | Name |
| Type | unique for a one-off thing you lend (it has its own history), quantity for stock you count. | Kind (counted or unique) |
| 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 |
| Serial number | From the maker's plate or the box. Useful for insurance and warranty claims. | Serial number |
| Barcode / asset ID | A barcode already on the box (EAN/UPC), or your own sticker number. | Barcode or code (old labels keep scanning) |
| Category | One word or two, comma-separated if more than one. | Tags |
| Value | What one costs to replace, as a plain number: 249.00. | Value |
| Notes | Anything else worth knowing. | Notes |
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
-
Split counted stock from equipment
Set Type to quantity for things you count (gloves, batteries) and unique for things you lend or sign out (a projector). Unique items leave Quantity blank.
-
Write locations as paths
Building / room / shelf, with a slash between levels. You'll walk the sheet in that order when you count, and the levels become folders if you import.
-
Set minimums for what runs out
Min quantity is when to reorder; Max quantity is a full shelf. The order size is max minus what's left.
-
Use the barcodes already there
Boxed stock usually has an EAN or UPC barcode. Put it in Barcode / asset ID and a scanner will find the row.
-
Count on a schedule
Sort by Location and print it as a count sheet once a month, or use the stock count sheet.
When you outgrow paper
When the spreadsheet starts to creak
Spreadsheets are good at lists and bad at change: two people editing, stock going out without anyone typing it, nobody knowing who took the last box. Here's what ItemTally does instead.
| On the sheet | In ItemTally |
|---|---|
| Quantity typed over by hand | Every change is a logbook line: who took 5 boxes, when, and why the number is what it is. |
| Amber rows you have to look at | Anything at or below its minimum shows on Today, per location, with a reorder list you can send on. |
| Two people editing at once | One shared register; editors change it, borrowers take and return, viewers look. |
| Searching for the row | Scan the barcode on the box with a phone and the item opens. |
| Re-typing after a count | Count by scanning a shelf, review the differences, post them. |
Moving over is one upload: the Inventory 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
Does this work in Google Sheets?
Yes. Upload the XLSX to Google Drive and open it with Google Sheets, or import the CSV with File, Import. The amber low-stock rule and the Type drop-down come across.
Why are counted stock and equipment in one sheet?
Because most teams have both in the same room, and two sheets drift apart. The Type column keeps them apart where it matters: equipment has serials and gets lent, stock has quantities and minimums.
How do I import it into ItemTally?
Upload the file on the Import screen. Every column matches automatically, the Check step shows exactly what will be created, and you can import the same file again later to update quantities rather than duplicate items.
Can I add my own columns?
Yes. Add them anywhere. On import, pick Custom field for each one and it comes across as a field on every item.
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.