Free inventory spreadsheet for restaurants
List everything you stock once, with its unit, cost, par level, storage area and supplier. Each week, type your counts in the next column. The sheet picks up the latest count, flags anything below par, builds an order list with quantities and costs, and works out what your inventory is worth.
Pro Want food cost every week, supplier order sheets and a waste log? See Restaurant Inventory Pro →| Itemsrowsandcells.com | ||||||||||||
| Weekly counts, par levels and an order list for your kitchen and bar.Free template | ||||||||||||
| Item | Category | Storage area | Unit | Unit cost | Par level | Supplier | On hand | Order qty | Status | Value | Order cost | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Chicken breast | Meat and seafood | Walk-in cooler | lb | $3.45 | 60 | Broadline Foods | 38 | 22 | Order | $131.10 | $75.90 | |
| Ground beef 80/20 | Meat and seafood | Walk-in cooler | lb | $4.10 | 50 | Broadline Foods | 52 | 0 | OK | $213.20 | $0.00 | |
| Salmon fillet | Meat and seafood | Walk-in cooler | lb | $11.80 | 20 | Harbor Seafood | 12 | 8 | Order | $141.60 | $94.40 | |
| Romaine hearts | Produce | Walk-in cooler | case | $38.50 | 3 | Valley Produce | 2 | 1 | Order | $77.00 | $38.50 | |
| Tomatoes | Produce | Walk-in cooler | 25 lb case | $29.00 | 2 | Valley Produce | 2 | 0 | OK | $58.00 | $0.00 | |
| Heavy cream | Dairy | Walk-in cooler | quart | $4.25 | 12 | Broadline Foods | 8 | 4 | Order | $34.00 | $17.00 | |
| Butter | Dairy | Walk-in cooler | lb | $4.60 | 20 | Broadline Foods | 21 | 0 | OK | $96.60 | $0.00 | |
| Eggs | Dairy | Walk-in cooler | 15 dozen case | $42.00 | 2 | Valley Produce | 1 | 1 | Order | $42.00 | $42.00 | |
| Shredded cheddar | Dairy | Walk-in cooler | 5 lb bag | $17.50 | 6 | Broadline Foods | 6 | 0 | OK | $105.00 | $0.00 | |
| French fries | Frozen | Freezer | case | $36.00 | 8 | Broadline Foods | 5 | 3 | Order | $180.00 | $108.00 | |
| Yellow onions | Produce | Dry storage | 50 lb bag | $24.00 | 2 | Valley Produce | 1 | 1 | Order | $24.00 | $24.00 | |
| Burger buns | Dry goods | Dry storage | dozen | $4.80 | 15 | Main St Bakery | 9 | 6 | Order | $43.20 | $28.80 | |
| All-purpose flour | Dry goods | Dry storage | 50 lb bag | $21.50 | 2 | Broadline Foods | 2 | 0 | OK | $43.00 | $0.00 | |
| Canola oil | Dry goods | Dry storage | 35 lb jug | $39.00 | 3 | Broadline Foods | 2 | 1 | Order | $78.00 | $39.00 | |
| Crushed tomatoes | Dry goods | Dry storage | No. 10 can | $6.25 | 12 | Broadline Foods | 13 | 0 | OK | $81.25 | $0.00 | |
| To-go containers | Paper and cleaning | Dry storage | case of 200 | $48.00 | 2 | Broadline Foods | 1 | 1 | Order | $48.00 | $48.00 | |
| Sanitizer | Paper and cleaning | Dry storage | gallon | $12.00 | 4 | Broadline Foods | 4 | 0 | OK | $48.00 | $0.00 | |
| House red wine | Beverages | Bar | bottle | $9.50 | 24 | City Beverage | 18 | 6 | Order | $171.00 | $57.00 | |
| Draft IPA | Beverages | Bar | keg | $165.00 | 2 | City Beverage | 1.5 | 1 | Order | $247.50 | $165.00 | |
| Weekly Countrowsandcells.com | ||||||||
| Type in the cream cells. Shaded cells are formulas and fill in on their own.Free template | ||||||||
| Item | Storage area | Unit | Week 1 | Week 2 | Week 3 | Week 4 | Latest count | |
|---|---|---|---|---|---|---|---|---|
| Chicken breast | Walk-in cooler | lb | 52 | 48 | 55 | 38 | 38 | |
| Ground beef 80/20 | Walk-in cooler | lb | 44 | 40 | 46 | 52 | 52 | |
| Salmon fillet | Walk-in cooler | lb | 18 | 22 | 15 | 12 | 12 | |
| Romaine hearts | Walk-in cooler | case | 3 | 2 | 4 | 2 | 2 | |
| Tomatoes | Walk-in cooler | 25 lb case | 2 | 3 | 2 | 2 | 2 | |
| Heavy cream | Walk-in cooler | quart | 10 | 14 | 9 | 8 | 8 | |
| Butter | Walk-in cooler | lb | 22 | 18 | 24 | 21 | 21 | |
| Eggs | Walk-in cooler | 15 dozen case | 2 | 1 | 2 | 1 | 1 | |
| Shredded cheddar | Walk-in cooler | 5 lb bag | 6 | 5 | 7 | 6 | 6 | |
| French fries | Freezer | case | 9 | 7 | 8 | 5 | 5 | |
| Yellow onions | Dry storage | 50 lb bag | 2 | 1 | 2 | 1 | 1 | |
| Burger buns | Dry storage | dozen | 14 | 12 | 16 | 9 | 9 | |
| All-purpose flour | Dry storage | 50 lb bag | 2 | 2 | 1 | 2 | 2 | |
| Canola oil | Dry storage | 35 lb jug | 4 | 3 | 3 | 2 | 2 | |
| Crushed tomatoes | Dry storage | No. 10 can | 14 | 11 | 12 | 13 | 13 | |
| To-go containers | Dry storage | case of 200 | 3 | 2 | 2 | 1 | 1 | |
| Sanitizer | Dry storage | gallon | 5 | 4 | 4 | 4 | 4 | |
| House red wine | Bar | bottle | 30 | 26 | 22 | 18 | 18 | |
| Draft IPA | Bar | keg | 2 | 2 | 3 | 1.5 | 1.5 | |
| Order Listrowsandcells.com | |||||||||
| Worked out from your other tabs. Shaded cells are formulas: nothing to type here.Free template | |||||||||
| Line | Item | Supplier | Unit | On hand | Par level | Order qty | Unit cost | Order cost | |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Chicken breast | Broadline Foods | lb | 38 | 60 | 22 | $3.45 | $75.90 | |
| 2 | Salmon fillet | Harbor Seafood | lb | 12 | 20 | 8 | $11.80 | $94.40 | |
| 3 | Romaine hearts | Valley Produce | case | 2 | 3 | 1 | $38.50 | $38.50 | |
| 4 | Heavy cream | Broadline Foods | quart | 8 | 12 | 4 | $4.25 | $17.00 | |
| 5 | Eggs | Valley Produce | 15 dozen case | 1 | 2 | 1 | $42.00 | $42.00 | |
| 6 | French fries | Broadline Foods | case | 5 | 8 | 3 | $36.00 | $108.00 | |
| 7 | Yellow onions | Valley Produce | 50 lb bag | 1 | 2 | 1 | $24.00 | $24.00 | |
| 8 | Burger buns | Main St Bakery | dozen | 9 | 15 | 6 | $4.80 | $28.80 | |
| 9 | Canola oil | Broadline Foods | 35 lb jug | 2 | 3 | 1 | $39.00 | $39.00 | |
| 10 | To-go containers | Broadline Foods | case of 200 | 1 | 2 | 1 | $48.00 | $48.00 | |
| 11 | House red wine | City Beverage | bottle | 18 | 24 | 6 | $9.50 | $57.00 | |
| 12 | Draft IPA | City Beverage | keg | 1.5 | 2 | 1 | $165.00 | $165.00 | |
| 13 | |||||||||
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| 17 | |||||||||
| 18 | |||||||||
| Total | 12 items to order | $737.60 | |||||||
| Summaryrowsandcells.com | ||||||
| Worked out from your other tabs. Shaded cells are formulas: nothing to type here.Free template | ||||||
| Category | Items | Inventory value | Share of value | Items to order | Order cost | |
|---|---|---|---|---|---|---|
| Meat and seafood | 3 | $485.90 | 26.1% | 2 | $170.30 | |
| Produce | 3 | $159.00 | 8.5% | 2 | $62.50 | |
| Dairy | 4 | $277.60 | 14.9% | 2 | $59.00 | |
| Frozen | 1 | $180.00 | 9.7% | 1 | $108.00 | |
| Dry goods | 4 | $245.45 | 13.2% | 2 | $67.80 | |
| Beverages | 2 | $418.50 | 22.5% | 2 | $222.00 | |
| Paper and cleaning | 2 | $96.00 | 5.2% | 1 | $48.00 | |
| Total | 19 | $1,862.45 | 100% | 12 | $737.60 | |
What's inside
- One row per item with category, storage area, count unit, unit cost, par level and supplier
- A weekly count sheet with four weeks side by side, so you can see each item go up and down
- On hand taken from your latest count, with an Order flag for anything below par
- An order list that fills itself in: what to order, how many, from which supplier and what it will cost
- Inventory value per item and a summary by category, with each category's share of the total
- Works in Google Sheets and Excel
How to use it
Download your copy
Click "Free download" to save the .xlsx file. It opens in Excel, or in Google Sheets: open a blank sheet (sheets.new) and choose File, then Import, then Upload.
List your items
On the Items tab, add one row for everything you stock. Use the unit you count in (lb, case, bottle, No. 10 can) and the cost of one of those units from your latest invoice. Delete the sample rows and copy the formula columns down for each new item.
Set par levels
Par is how much you want on the shelf after a delivery. Start with what you use between deliveries plus a little extra, then adjust after a few weeks of counts.
Sort by storage area
Put the rows in the order you walk the kitchen: walk-in cooler, freezer, dry storage, bar. The count sheet follows the same order, so you can count shelf by shelf without jumping around.
Count each week
On the same day each week, before a delivery, type your counts into the next Week column on Weekly Count. Count partial cases as decimals, like 1.5 for one and a half.
Place your order
The Order List tab shows every item below par, how many to order to get back to par, the supplier and the cost. Sort it by supplier when you call or email your orders in.
Tips
Count before deliveries arrive
Counting the day a truck comes in, but before it's unloaded, gives you a true low point and keeps new stock from being counted twice.
Two people, one count
One person counts and calls out numbers, the other types. It's faster and you get fewer mistakes than one person juggling a clipboard.
Update costs from invoices
Prices move every week for meat, produce and oil. Change Unit cost when an invoice comes in, so your inventory value stays close to what you actually paid.
Start a new count sheet monthly
When Week 4 is full, copy the tab or clear Weeks 1 to 3 and move on. Keep the old tab if you want a history of counts.
Questions
How do I do inventory for a restaurant?
List every item once with the unit you count in and its cost. On the same day each week, count each storage area in the same order and type the numbers in. Compare each count to its par level to see what to order.
How often should a restaurant take inventory?
Many restaurants count everything weekly and count high-cost items like meat, seafood and liquor more often. A full count at the end of each month is the minimum if you want to track food cost.
What is a par level?
It's the amount of an item you want on hand to get you to the next delivery, with a little extra for a busy day. If you have less than par, the sheet tells you to order the difference.
How do I calculate food cost percentage?
Take your opening inventory value, add what you bought during the period, subtract your closing inventory value, and divide by your food sales for the same period. This sheet gives you the inventory values; the Pro version works the whole calculation out for you.
What units should I count in?
Count in the unit you can see on the shelf: pounds, cases, bottles, cans. Make the unit cost match it. If you buy by the case but count by the bag, use the cost per bag.
Does it work in Excel?
Yes. Download the .xlsx file. The latest count, order flags, order list and values use formulas that work the same in Excel and Google Sheets.
Is this restaurant inventory spreadsheet free?
Yes. Download the .xlsx file and open it in Excel or Google Sheets. There's no sign-up.
Pro version
Restaurant Inventory Pro
Weekly counts in walk order, food and beverage cost every week, order sheets per supplier, waste and price changes, in one workbook.
Food cost % every week
Opening inventory plus purchases minus closing inventory, divided by sales, worked out for every count. Food and beverage are kept apart and checked against your own targets.
Count in walk order
List your storage areas in the order you walk them. Print a count sheet for the walk-in, the freezer or the bar, so two people can count at once.
Order sheets per supplier
Pick a supplier and get the lines to order, topped up to par in whole cases, with costs, contact details and a check against their minimum order.
Prices from your invoices
Log invoice lines once. Item costs follow the latest price, and the Price Changes tab flags anything that went up or down more than you set.
A waste log that counts
Log what was thrown out, how much and why. The cost is worked out and shows up next to food cost, so you can see what the bin is costing you.
One dashboard for Monday morning
Pick a week: food and beverage cost, what was used, purchases, waste and inventory value, plus what to order now and the biggest price rises.
| Free | Pro |
|---|---|
| Item list with unit, cost, par and supplier | Item list with pack sizes, latest invoice cost and on hand since the count |
| Four weekly count columns | Twelve weekly counts with usage per item |
| Order list for items below par | Order sheets per supplier, in whole packs, with minimum order check |
| Inventory value by category | Dashboard with charts and a pick-a-week view |
| · | Food and beverage cost % every week, against your targets |
| · | Printable count sheets by storage area, in walk order |
| · | Purchases log from invoices |
| · | Waste log with cost and reasons |
| · | Price changes flagged from invoices |
$29 one-time
12 tabs: Start Here, Dashboard, Count, Items, Purchases, Waste Log, Food Cost, Order Sheets, Count Sheets, Price Changes, Suppliers and Setup. You get two copies: one filled in with a sample neighborhood restaurant and bar so you can see it working, and a blank one ready for your own items.
Buy now- Instant download after checkout
- Works in Google Sheets and Excel
- Yours to keep and reuse every year