10 Best Inventory Spreadsheet Templates [2025]
Managing inventory well requires a reliable system to track stock, monitor sales, and prevent shortages. Inventory spreadsheet templates offer a structured way to stay organized and avoid costly errors.
Looking for helpful inventory spreadsheet templates? We’ve compiled ten options that cater to various business types. These templates keep track of stock levels, supplier details, and overall inventory performance with ease.
Review of 11 best inventory spreadsheet templates in 2025
Below are different categories of inventory spreadsheet templates you can use to manage inventory in 2025:
1. Rows inventory management template
Rows inventory management template is a comprehensive tool designed to help businesses track, manage, and optimize their inventory. It provides real-time visibility into stock levels, transaction history, and key metrics, empowering you to make informed decisions about restocking, budgeting, and operations.
By combining intuitive tables and automated calculations, the template simplifies inventory management, whether you’re running a small business, managing a warehouse, or overseeing a complex supply chain.
Additionally, this template features an AI analyst that can answer all your data related questions in split seconds. This way, you no longer need to add extra formulas or rack your brain drafting insights from data.
How to use Rows inventory management template
Step 1: Visit the template page and click “use template”.
Once done, click on “new spreadsheet”. This way you get an entirely new dashboard for inventory figures.
Step 2: Read through the instructions on the spreadsheet table.
This Inventory Management template consists of five main sections. The Summary section shows key metrics like total inventory and stock levels at a glance. The Master Inventory Table tracks all items with details like costs and quantities. Stock Transactions records all inventory movements (in/out). Item Categories helps organize products into groups (A through E), and the Suppliers Table maintains vendor information. The system automatically updates stock levels based on recorded transactions.
Key components of this template
Summary Table
Use the Summary Table to get a bird’s-eye view of your inventory performance. See metrics like total items, total stock quantity, low-stock items, and out-of-stock items. Identify your top 5 stocked and low-stock items. Review daily transaction counts and your inventory turnover rate.
Master Inventory Table
In the Master Inventory Table, you can: Track all your items with real-time updates to stock levels. Add or edit item details, such as name, category, supplier, cost, and selling price. Monitor reorder statuses and plan restocking based on thresholds.
Stock Transactions Table
Use the Stock Transactions Table to log every inventory movement: Record inbound transactions for restocking and outbound transactions for sales or usage. Include details like item ID, quantity, date, and reason for each transaction. These records automatically update the stock levels in the Master Inventory Table.
Backoffice Page
Use the Backoffice Page to manage key reference data: Add or edit product categories to organize your inventory. Maintain an updated list of suppliers with their contact information.
2. SaaS Inventory Template
Teams that handle multiple software licenses or subscriptions often need a central management system. This template is especially useful for IT departments, SaaS providers, or any business juggling numerous digital tools. For example, a growing startup might use it to avoid missed renewals, while a larger corporation could rely on it to track hundreds of software products across multiple departments.
This template can help you organize:
License renewals and expiration dates
Subscription costs and billing cycles
User access tracking
Download ➡️Vertex42 Software Inventory template
3. Manufacturing Inventory Template
Factories, production lines, or assembly teams regularly deal with raw materials, parts, and finished goods. This template helps organize supply orders, track items through each stage of production, and record completed products. An orderly approach here can prevent production delays and maintain consistent quality.
This template can help you organize:
Material usage logs
Production timelines
Product and cost-of-goods tracking
Download ➡️Craftbase Free manufacturing inventory template: Link
4. Retail Inventory Template
Brick-and-mortar stores, fashion boutiques, or retail chains benefit from real-time tracking to avoid empty shelves or overstocks. This template gives a snapshot of daily sales trends and helps pinpoint when it’s time to reorder, boosting customer satisfaction and reducing waste.
This template can help you organize:
Stock availability across locations
Sales performance monitoring
Reorder points and supplier details
Download ➡️Coupler Retail Template
5. Restaurant Inventory Template
Cafes, restaurants, and catering services often work with perishable items and frequent orders. This template helps owners and managers keep tabs on ingredients, reduce spoilage, and plan ahead for busy periods. Clear logs also support tighter control over portion sizes and menu costs.
This template can help you organize:
Ingredient usage tracking
Waste management
Supplier order logs
Download ➡️ Coefficient Free restuarant inventory template
6. E-commerce Inventory Template
Online stores, drop-shippers, or any business selling products on multiple platforms (like Shopify or Amazon) need a way to unify inventory data. This template consolidates stock levels, orders, and returns, making it simpler to detect delays and maintain accurate listings.
This template can help you organize:
Stock levels across platforms
Order fulfillment progress
Return and refund records
Download ➡️ Smartsheet: E-commerce Stock Inventory Template.
7. Warehouse Inventory Template
Large warehouses, distribution centers, or fulfillment providers handle high-volume orders and multiple storage sites. This template helps allocate stock efficiently, track major bulk movements, and stay on top of storage costs. Keeping a close eye on each item’s location cuts confusion and costly mistakes.
This template can help you organize:
Location-based tracking
Bulk stock movement logs
Storage cost calculations
Download ➡️ Excel Hawk Warehouse Inventory Template
8. Asset Inventory Template
Offices, schools, or other organizations with physical items can benefit from clear equipment tracking. This template is ideal for logging everything from computers and printers to desks and projectors. It also helps pinpoint replacement needs and plan budgets more accurately.
This template can help you organize:
Equipment and stationery logs
Restocking reminders
Expense tracking
Download ➡️ Smartsheet Asset Inventory Template
9. Small Business Inventory Template
Smaller setups and home-based ventures often juggle diverse product lines and limited storage. This template makes it easier to watch stock levels, maintain supplier contacts, and keep an eye on costs. By reviewing trends, small businesses can adjust quickly without tying up too much cash in inventory.
This template can help you organize:
Tracking inventory across categories
Managing supplier relationships
Monitoring cash flow tied to stock
Download ➡️ Sortly Small Business Inventory Template
10. Vehicle Inventory Template
Automotive shops, dealerships, or fleet managers handle vehicle parts, accessories, and maintenance tasks. This template helps track everything from routine services to rare parts, ensuring important items are always on hand. Monitoring SKUs, serial numbers, and seasonal spikes also helps plan ahead.
This template can help you organize:
Tracking parts by SKU or serial number
Managing bulk orders and shipments
Monitoring seasonal demand for parts
Download ➡️ Lumiform Vehicle Inventory Template
How to Make the Most of an Inventory Spreadsheet
Using an inventory spreadsheet effectively requires regular updates and thoughtful planning. Here are a few tips:
Keep it updated: Log stock movements often to avoid discrepancies.
Analyze trends: Use past data to predict demand and adjust stock levels.
Automate alerts: Set up formulas that notify you when items run low.
Monitor turnover: Track which products move quickly and which do not.
These inventory spreadsheet templates can help businesses stay organized and make better decisions about their stock. Whether you oversee a warehouse or run an online store, choosing the right template makes the entire process simpler.
Things to Avoid When Choosing an Inventory Spreadsheet Template
Choosing the right inventory spreadsheet template is crucial for keeping operations smooth. However, a poorly designed template can lead to inefficiencies, errors, and frustration.
Here are a few things to avoid when selecting or creating an inventory spreadsheet.
1. Overly Complicated Layouts
A template with too many columns, formulas, and sections can become overwhelming. Avoid templates that require excessive manual input or make it difficult to find essential data. Keep it simple and functional. Choose a clean layout with clearly labeled sections and only the necessary fields.
2. Lack of Automation
Manual data entry increases the risk of errors and wastes time. Templates that don't include basic automation, such as formulas for stock calculations or automatic alerts for low stock, can hinder efficiency. Look for templates that offer automated calculations and conditional formatting to highlight important updates.
3. No Room for Growth
Some templates are too rigid and don't allow businesses to scale their inventory tracking as they expand. Avoid templates that limit the number of products or categories you can track. Opt for scalable templates that can accommodate new products, suppliers, or additional business locations over time.
4. Ignoring Supplier Information
An inventory template that only focuses on stock levels without capturing supplier details can lead to reordering issues. Without supplier contact details and lead times, restocking can be delayed. Ensure your template includes fields for supplier names, contact info, and reorder lead times.
5. No Cost Tracking
Tracking inventory without considering costs can impact profitability. Templates that only show quantities without linking to unit costs and total values miss a critical financial component. Choose templates that track item costs, total inventory value, and potential profit margins.
6. Lack of Version Control
Using templates without a clear versioning system can result in conflicting data entries. If multiple team members update the same file without tracking changes, it can lead to confusion.Consider cloud-based options with version tracking or add a version control system within the spreadsheet.
7. No Performance Tracking
Inventory management isn't just about tracking stock; it’s also about optimizing operations. Templates that don’t provide insights into turnover rates, fast-moving items, or seasonal trends are limited in scope.Select templates that include performance indicators like inventory turnover and product demand trends.
8. Inconsistent Data Formats
Using inconsistent units of measurement, date formats, or product codes can create confusion and reporting errors. Templates without standardized data entry fields can lead to discrepancies. Ensure the template has clear formatting rules for product codes, units, and dates.
9. Ignoring Restocking Alerts
A template that doesn't include alerts for low stock levels can lead to missed opportunities and stockouts. Without timely notifications, businesses may struggle to maintain inventory levels. Choose templates that include automated alerts for reordering based on set thresholds.
Conclusion—Start using Rows inventory templates
All templates on the list serve different purposes. That said, you can start with Rows's business inventory management template—without paying a penny. Plus, we offer more advanced automation functionality than other templates on the list.
Whether you want to track your business inventory or your e-commerce inventory, we've got you covered.
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