Free Google Sheets inventory template
One spreadsheet for two questions: how many of each thing is on the shelf, and what each one earns. Log what comes in and what goes out, and the sheet keeps the count, flags anything that needs making or reordering, and works out profit per unit after platform fees and postage. It opens in Google Sheets or Excel, and the file is yours to keep.
The Stock tab, from the sample data in the download
| Product | On hand | Reorder at | Status |
|---|---|---|---|
| Speckled mug | 4 | 5 | REORDER |
| Tall mug | 11 | 5 | OK |
| A6 print card | 128 | 40 | OK |
The Profit tab prices the same mug at $14.70 a unit: $28 sale price, less cost, fees and shipping.
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Two questions it answers for you
The first is what's really on the shelf. You sell in more than one place (a shop, a market, the odd direct order) and the count in your head drifts. Here you write down each restock, each batch you sell and each one you drop, and the sheet keeps the running count for you. When something falls to the level you said was too low, it turns red before a customer finds out for you.
The second is harder and more important: does this thing make money. A mug at $28 feels fine until you take off what it cost to make, what the platform kept and what the postage came to. The sheet does that subtraction for every product, so you can see which ones are carrying the shop and which one you've been making as a favour to your customers.
| SKU | Product | On hand | Reorder at | Status | Stock value |
|---|---|---|---|---|---|
| MUG-01 | Speckled mug | 4 | 5 | REORDER | $26.00 |
| MUG-02 | Tall mug | 11 | 5 | OK | $79.20 |
| CARD-A6 | A6 print card | 128 | 40 | OK | $57.60 |
| TOTE-N | Natural tote bag | 50 | 10 | OK | $155.00 |
| CNDL-S | Soy candle, small | 6 | 8 | REORDER | $28.80 |
The speckled mug started at 24, sold 20 across Etsy, Shopify and a market stall, and is down to 4, which is under the 5 you set as too low. On the Profit tab, the same mug makes $14.70 a unit: $28 sale price, less $6.50 to make it, $2.80 the platform kept and $4.00 postage.
What's in the file
Four tabs · cream cells are inputs
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Tab 1
Products One row per thing you sell: code, cost, sell price, fees, postage, reorder point and opening count.You type · SKU catalogue
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Tab 2
Movements Every In, Out or Adjust with dropdowns so a typo can't quietly throw totals off.You type · stock log
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Tab 3
Stock On hand, stock value and a red REORDER when anything drops to the level you set.Calculates · shelf truth
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Tab 4
Profit Per-unit and running margin after fees and postage. Losses show in red.Calculates · real earn
Set it up
- Open the file. In Google Sheets, go to File, then Import, then Upload, and choose Replace spreadsheet.
- Delete the sample rows in Products and Movements. Leave Stock and Profit alone, because those two work themselves out.
- Add your products, and put today's count in as the starting number.
- From then on, write down each restock, each batch you sell and anything you break. Look at the Stock tab before you order.
How it works underneath (you never need this)
Stock on hand is a SUMIFS over the movement log, matched on SKU, adding the In rows and subtracting the Out rows, added to the opening count on Products; the REORDER flag is an IF comparing that result to the product's reorder point. Profit per unit subtracts cost, the fee share of the sale price and shipping, and margin divides that by the sale price. Everything is wrapped in IFERROR so a half-finished row reads blank instead of throwing an error, and the ranges are bounded rather than whole-column, which is what keeps a 3,000-movement file fast. There are no scripts and no add-ons, so nothing can break while you're not looking, and you can click any cell to see where its number came from.
This sheet covers stock; the rest of the back office is the same idea. Our free invoice template writes the invoice and tracks what's been paid, and the bookkeeping template keeps the income and expense record. Prefer to build the inventory tracker yourself instead of downloading this one? The track-inventory-in-Google-Sheets guide walks through it formula by formula.
Questions
Does it work in Excel too?
Yes. It's an .xlsx file using only formulas that Google Sheets and Excel share (SUMIFS, IF, IFERROR). In Google Sheets, use File, then Import, then Upload, and choose Replace spreadsheet. In Excel, open it directly.
How does it know when to reorder?
Each product has a Reorder at number. The Stock tab works out stock on hand from your opening stock plus every In, Out and Adjust you log, and marks the row REORDER in red once stock on hand reaches that number.
Can it pull orders from Etsy or Shopify automatically?
Not this version. You log movements by hand or paste them in from an order export. You can paste in an order export as often as you like, for example weekly.
What counts as fees?
Whatever your platform and payment provider take, as a share of the sale price. Enter 0.10 for 10%. Fees change, so check your own platform's current rates rather than trusting a number in a template.
How many products does it hold?
300 products and 3,000 stock movements. For more, copy the formula rows down in the Stock and Profit tabs.
Should I just use Google's own free template gallery instead?
If a gallery template covers what you need, use it: it's free and one click away, and we'd rather you use that than download something you don't need. Many gallery templates cover a product list. This one adds a movement log, reorder flags and profit per unit after fees and shipping in one file. If all you want is a flat product list, the gallery is enough; if you want the sheet to tell you what to reorder and what each product really earns, that's what this one is for.
Is it really free, and what would the $29 kit add?
The inventory spreadsheet is free. Enter your email and the file arrives in your inbox; that's the whole exchange, and nothing in the file is locked or expires. What you get is the complete sheet: Products, Movements, Stock on hand with reorder flags, and per-unit profit after fees. The Seller Back-Office Kit is separate, planned at $29, and the spreadsheet is already built: costing, ledger and invoices on the same product list. Checkout isn't open yet, so for now that page only takes an email for one message when it is.
Is there a simpler version without the formulas?
No. The formulas are what turn a hand-logged movement list into stock on hand, reorder flags and per-unit profit without you doing arithmetic. You never have to touch them, though. You only ever type into the Products and Movements tabs; Stock and Profit are calculated, and you can ignore them until you want answers. A genuinely formula-free inventory sheet is just a flat list you total yourself, and you can make that in a blank spreadsheet in a minute, no template needed.
Can I add a product photo column?
Yes. Add the new column to the right of the existing Products columns, so the formulas, which look up products by SKU, keep pointing at the same cells. In Google Sheets, put a photo in a row with Insert, then Image, then Image in cell; in Excel, use Insert, then Pictures, then Place in Cell. Photos make the file heavier and slower to sync, so small images beat full-size shots. Whatever you add, leave the product code column alone: every worked-out tab finds the product by that code.
Can I lock the formulas so a helper can't break them?
Yes, and it's worth doing before you share the file. The template ships unprotected so you can change anything. In Google Sheets, open Data, then Protect sheets and ranges, protect the Stock and Profit tabs, and allow only yourself to edit; leave Products and Movements open for whoever logs stock. In Excel, use Review, then Protect Sheet, on the same two tabs. Nobody ever needs to type into the calculated tabs, so protecting them costs nothing. If a formula was already overwritten, re-download the template and paste the formula row back in.
Also useful
- Etsy fees vs take-homeWhat one order really deposits after fees and shipping.
- Craft fair break-evenBooth units before you book the table.
- Cost-to-make + markupMaterials and minutes → a suggested list price.
- Handmade shipping estimateCompare your postage quote to what you charge.
- Invoice templateLine items, auto-totals and who still owes you.
- Offsite Ads scenario sheetOrganic vs Offsite vs Share & Save take-home.
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