Free inventory spreadsheet template for a small business
By the Chatbait team ·
Short answer: track one row per product variant, with stock on hand, a reorder point, and your supplier's lead time. When stock drops to the reorder point, order more. Copy the template below into Google Sheets or Excel and fill in your own numbers.
Facts last checked on October 18, 2026, against the sources linked below.
What columns to track
A small business doesn't need a complicated system, just the right columns on one sheet:
| Column | What it's for |
|---|---|
| SKU | Your own code for the exact item |
| Product | Product name |
| Variant | Size, colour, or other option |
| Stock on hand | What you counted last |
| Reorder point | Stock level that triggers a new order |
| Lead time (days) | Days from ordering to stock arriving |
| Supplier | Who you order it from |
| Cost | What you pay per unit |
| Last counted | Date you last checked it by hand |
The spreadsheet template
Paste this into Google Sheets or Excel. The header row and three example rows are included so you can see how it's filled in before replacing them with your own products.
How to set a reorder point
Your reorder point is the stock level where you need to place a new order, so you don't run out before the new stock arrives. The formula:
Reorder point = (average daily sales x lead time in days) + safety stock
Safety stock is extra stock to cover a slower supplier or a busier week than normal.
Worked example
Say you sell a candle at an average of 2 units a day. Your supplier takes 10 days to deliver after you order. You want 5 units of safety stock in case of a delay.
Reorder point = (2 x 10) + 5 = 25 units
When your stock on hand hits 25, place a new order. By the time the new stock arrives in 10 days, you'll have sold roughly 20 more units, leaving around 5, your safety stock, instead of running out.
The reorder formula in Google Sheets
If your spreadsheet has average daily sales in column D, lead time in column F, and safety stock in a cell like H1, use this formula in the reorder point column:
Adjust the column letters to match where your own data sits. Copy the formula down the column so it recalculates for every row.
How often to count inventory
Set a regular count, even if it's rough. A weekly count for fast-moving items and a monthly count for everything else catches mistakes before they turn into a stockout or an overselling problem. Update the "Last counted" column each time so you know how stale your numbers are.
Shopify's own inventory tools let you run a stock count to check your spreadsheet or system records against what's actually on the shelf (Shopify Help Center).
When to move from a spreadsheet to an app
A spreadsheet works well until:
- You have more than a few dozen SKUs and updating rows by hand becomes slow.
- You sell the same product in more than one place (a store, a market stall, Instagram) and stock gets out of sync.
- You need to track inventory across more than one location or warehouse.
At that point, Shopify's built in inventory management lets you track stock levels, check inventory states after turning on tracking, and create purchase orders to restock from your suppliers, all inside the same system you sell from (Shopify Help Center). If you're not on Shopify, any dedicated inventory app that does the same three things (stock levels, states, and purchase orders) solves the same spreadsheet problem.
Frequently asked questions
What's the minimum I should track for inventory?
At least SKU, product, variant, stock on hand, and reorder point. The other columns (lead time, supplier, cost, last counted) make reordering faster but aren't required to start.
How do I calculate a reorder point?
Multiply your average daily sales by your supplier's lead time in days, then add safety stock for delays or busy weeks. For example, 2 units a day, a 10 day lead time, and 5 units of safety stock gives a reorder point of 25.
How often should I count my inventory?
Count fast-moving items weekly and everything else at least monthly. Regular counts catch mistakes before you oversell or run out.
When should I stop using a spreadsheet?
When you have too many SKUs to update by hand, sell in more than one place, or need to track stock across more than one location. At that point, Shopify's built in inventory tools or a dedicated inventory app handle it better.
Can I use this template in Excel instead of Google Sheets?
Yes. Paste the header row and example rows into Excel the same way. The reorder formula works in Excel too, just adjust the column letters to match your sheet.
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