Free Restaurant Inventory Template for Excel & Google Sheets
Download a six-sheet Excel workbook for kitchen and bar counts, supplies, waste, and a weekly summary. Built-in formulas calculate stock value, estimated usage cost, and suggested reorder quantities. Import it into Google Sheets to work online.
Free XLSX download with formulas and sample data. No email required.
What you get
- Excel workbook with Google Sheets import instructions
- Kitchen, Bar, Supplies, Waste, Master Summary, and Read Me
- Stock-value, estimated usage-cost, and reorder formulas
- No email required
What the restaurant inventory spreadsheet looks like
A selection of columns and synthetic sample rows from the inventory sheets. All names, quantities, prices, and dates are examples to replace. Stock value is ending quantity multiplied by cost per count unit; the workbook also includes usage formulas and separate summaries.
Swipe sideways to view all columns.
| Item Name | Category | Supplier | Storage Location | Unit | Beginning Inventory | Purchases | Ending Inventory | Unit Cost | Total Value | Par Level | Suggested Reorder | Expiration Date | Spoilage / Waste Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Ribeye steak | Meat | Example meat supplier | Walk-in | lb | 40 | 120 | 35 | $14.50 | $507.50 | 30 | 0 | Synthetic example; replace inputs | |
| Tomatoes | Produce | Example produce supplier | Produce cooler | case (20 lb) | 8 | 20 | 6 | $24.00 | $144.00 | 10 | 4 | Use the same case size each week | |
| Olive oil | Dry goods | Example food supplier | Dry storage | 3 L tin | 5 | 10 | 7 | $38.00 | $266.00 | 4 | 0 | Received quantity is tins, not liters | |
| Bottled beer | Beer | Example beverage supplier | Bar cooler | case (24 bottles) | 25 | 60 | 18 | $28.00 | $504.00 | 24 | 6 | Convert loose bottles into case fractions | |
| House wine | Wine | Example wine supplier | Wine storage | 750 mL bottle | 90 | 48 | 76 | $11.50 | $874.00 | 60 | 0 | Count partial bottles consistently | |
| Napkins | Service supplies | Example supply company | Stockroom | case (2000) | 12 | 10 | 9 | $42.00 | $378.00 | 6 | 0 | Keep supplies outside food / bar costs | |
| Cleaning spray | Cleaning supplies | Example supply company | Janitorial store | bottle | 18 | 24 | 14 | $5.60 | $78.40 | 16 | 2 | Synthetic example; replace inputs | |
| Total inventory value | $2,751.90 | ||||||||||||
Preview combines sample stock from several sheets. This stock-value total is not food COGS. Replace the sample inputs and dates before use.
How the inventory formulas work
In the synthetic ribeye example, 35 lb × $14.50 per lb gives $507.50 of ending inventory. With 40 lb at the start and 120 lb received, estimated usage is 40 + 120 − 35 = 125 lb, or $1,812.50 at that unit cost.
Suggested reorder is MAX(0, par − ending quantity). A par of 30 with 35 on hand gives zero; with 18 on hand it gives 12. Review incoming orders, pack sizes, and shelf life before buying.
The workbook uses one cost per item across the period. It estimates usage cost; it does not reconcile invoice price changes, returns, or transfers. Match food usage with food sales and bar usage with beverage sales. Keep supplies separate. Logged waste is already part of physical usage, so do not add it again.
How to use the template in Google Sheets
- Download the XLSX workbook above and upload it to Google Drive.
- Open the uploaded file with Google Sheets. Choose File → Save as Google Sheets to make a Sheets version.
- Read the Read Me sheet, confirm all six tabs are present, and check the ribeye example totals before replacing the sample inputs.
- Set your count period and sales in Master Summary. Replace sample items, quantities, prices, and dates; keep formula cells intact and check the input warnings.
In Excel, open the downloaded workbook and start with Read Me. For more detail, see Google's instructions for importing Excel files.
Six sheets in one inventory workbook
Three inventory sheets, a waste log, a summary, and setup instructions. Use the department sheets separately so packaging and cleaning supplies do not inflate your food cost.
Kitchen inventory template
Track proteins, produce, dairy, and dry goods by storage area with par levels, unit costs, and spoilage notes built for back-of-house counts.
Bar inventory template
Record beverage counts in consistent units, with formulas for stock value, estimated usage cost, and suggested reorder quantities.
Packaging & supplies template
Keep packaging and cleaning-supply counts separate from food and beverage costs, with the same stock-value and suggested-reorder formulas.
Food waste & spoilage log
Log what was thrown out and why — over-prep, spoilage, trim, or comps — so you can attack the biggest sources of waste first.
Master Summary
Review food, bar, and supplies separately. Enter food and beverage sales for estimated cost percentages, with logged waste shown separately for context.
Read Me
Start with the setup instructions, input and formula guidance, worked example, and limits of the inventory valuation method.
Who this restaurant inventory template is best for
A spreadsheet is the right tool for some restaurants and the wrong one for others. Here is an honest read on where this template fits.
Best for
- Single-location restaurants doing weekly inventory counts
- Cafés, bars, food trucks, and small full-service restaurants
- Operators who need a free way to track par levels, unit cost, spoilage, and total inventory value
- Restaurants not ready for paid inventory software yet
Not ideal for
- Multi-location operators needing real-time inventory
- Restaurants that need POS integration
- Teams with many suppliers and changing prices
- Operators who need recipe-level theoretical vs actual food cost
Not sure yet? Compare paid tools in our best restaurant inventory software guide, or start by pressure-testing your margins with the free food cost calculator.
How to count restaurant inventory weekly
A spreadsheet is only as good as the process behind it. Follow this weekly routine to keep your food cost accurate and catch profit leaks before they compound.
Update purchases
Enter everything received that week straight from your supplier invoices so every delivery is in the sheet.
Check high-value items
Use additional spot counts for fast-moving or high-value items when your operation needs them. Keep the full count period consistent.
Count full inventory weekly
Do a complete physical count on the same day and time each week so your periods compare cleanly.
Enter ending inventory
Record what is physically on hand in the ending inventory column for every line item.
Compare current stock against par levels
Review suggested reorder quantities against open orders, pack sizes, storage space, and shelf life before placing an order.
Record spoilage and waste
Log what was thrown away and why, so the waste column reflects reality and you can attack the biggest leaks.
Review total inventory value
Check the total value of stock on your shelves and watch for creeping overstock that ties up cash.
Review estimated usage cost
Compare food usage cost with food sales for the same period, and bar usage with beverage sales. Keep supplies separate and do not add logged waste a second time.
Put your inventory numbers to work
Use the matching period and sales category when checking food cost. For individual dishes, use the recipe calculator with your ingredient quantities and yields.
Spreadsheet vs inventory software
The honest dividing line between when a free spreadsheet does the job and when it quietly starts costing you time and accuracy.
A spreadsheet is enough when
- You have one location
- Weekly counts are manageable
- Supplier prices do not change constantly
- You do not need POS integration
- You mainly need par levels and total inventory value
Upgrade to inventory software when
- You run multiple locations
- You need POS integration
- Invoice entry takes hours
- You need recipe costing
- Waste and variance are hard to explain
- Managers need real-time stock data
Weighing the move? See our restaurant inventory software overview and the best restaurant inventory software picks. For POS-connected tracking, start with restaurant POS systems. To check your margins, use the food cost calculator or learn how to calculate food cost percentage.
Outgrowing spreadsheets?
If you run multiple locations, need POS integration, or spend hours each week entering invoices manually, it's time to look at dedicated inventory software.
Keep researching
Frequently Asked Questions
What is included in this restaurant inventory template?
The free XLSX workbook contains Read Me, Kitchen, Bar, Supplies, Waste, and Master Summary sheets. Inventory sheets calculate ending stock value, estimated usage cost, and suggested reorder quantities from your counts. Replace the synthetic sample data before using the results.
Can I use the restaurant inventory template in Google Sheets?
Download the Excel workbook, upload it to Google Drive, open it with Google Sheets, and choose File > Save as Google Sheets to create an editable Sheets version. Check the formulas and example totals after import. This download is an XLSX file, not a native Google Sheets copy link.
How do I calculate restaurant inventory value?
Multiply each item's ending count by its cost per count unit, then add the line values. For example, 35 lb of ribeye at $14.50 per lb is $507.50. Keep units consistent: a case count needs a cost per case, not a cost per individual item.
How does the reorder formula work?
Suggested reorder quantity = MAX(0, par level minus ending quantity). If your target is 30 units and you have 18, the suggestion is 12. At 35 units, it is zero. Check incoming orders, supplier pack sizes, demand, and shelf life before ordering; the formula does not model them.
Does the workbook calculate accounting COGS?
It estimates usage cost as (beginning quantity + received quantity - ending quantity) multiplied by one entered unit cost per item. That is useful for an operational estimate, but it does not use invoice-weighted costs or reconcile returns, transfers, and accounting adjustments. For accounting COGS, use beginning inventory value + purchases value - ending inventory value with the appropriate adjustments and valuation method.
Should I add food waste to the cost total?
No. Physical inventory usage already includes stock that was wasted during the period. The Waste sheet records those losses for investigation; adding them to usage cost again would double-count them. Keep kitchen food cost, bar cost, and supplies separate, and compare each cost with the matching sales base for the same period.
How often should I count restaurant inventory?
A weekly count on the same day and at the same point in your delivery cycle is a practical starting point. Add spot counts where useful. Record all receipts for that period, use consistent count units, and carry the previous ending count into the next beginning count.
When should I consider inventory software?
Consider software when you need POS integration, invoice capture, recipe-level actual-versus-theoretical reporting, or coordination across locations. This workbook supports manual counts and estimates; compare the cost of software with the time and accuracy problems you need it to solve.