Free inventory and invoice template for Excel

One .xlsx file that makes invoices from your item list and keeps the stock on hand. Type a product code: the description, the price and the stock fill in by themselves. A reorder flag shows when an item falls to its minimum. No e-mail, no account.

Download the template (.xlsx, 18 KB)

For Excel 2007 and later. The formulas are INDEX, MATCH and SUMIF only.

What is in the file

Sheet	What it does
Invoice	Company, customer, number and date on top. 15 lines: code, description, quantity, unit price, stock on hand, line total. Subtotal, your tax rate, total. A quantity above the stock on hand turns red.
Items	Your catalog: code, description, unit, sale price, cost, minimum quantity, barcode and opening stock. Sold, On hand and Reorder are formulas.
Sales log	One row per sold line: date, invoice number, code, quantity. The stock on hand is the opening stock minus this log.
How to use	The steps below, inside the file.

Yellow cells are yours to type in. The other cells hold formulas.

How to use it

On Items, type one row per product and its opening stock — what you count on the shelf today.
On Invoice, type a code in column A, or pick it from the list, and a quantity. The rest of the line fills in.
Type your tax rate in the yellow cell under the lines. The template uses one rate per invoice.
Save the invoice as PDF, or print it.
Copy the codes and quantities of the invoice to Sales log. Sold and On hand update, and REORDER shows at the minimum.
For the next invoice, change the number and clear the yellow cells.

A worked example — the numbers in the file

The template ships with five sample items and three logged sales, so you can see it work before you type your own.

Items (after the log)

Code	Description	Min qty	Opening stock	Sold	On hand	Reorder
A-100	Steel shelf bracket	20	120	24	96
D-400	Work gloves, size L	12	18	9	9	REORDER

Invoice INV-0003

Code	Description	Qty	Unit price	In stock	Line total
A-100	Steel shelf bracket	10	4.50	96	45.00
D-400	Work gloves, size L	12	7.90	9	94.80
Subtotal (tax rate 0 %)					139.80

The gloves line is red: the customer asks for 12 and the shelf holds 9. The Items sheet already flagged the gloves for reorder, because 9 is below the minimum of 12.

Where a spreadsheet stops

The template is honest about its limits, because they are the reasons people move on from a spreadsheet:

The stock goes down only when you copy the lines. Forget one invoice, and the count is wrong until the next stocktake.
One stock, one place. A second shop or a van needs a second file, and the two drift apart.
One person at a time. Two people who save the same file overwrite each other.
Only the selling side. No purchase orders, no receiving, no supplier prices, no payments owed.

When you outgrow it

Golden Inventory does step 5 by itself: when you approve an invoice, the stock goes down in the warehouse you sell from — no second copy. It also keeps purchase orders, receiving, payments and reorder lists, and it keeps working without an internet connection.

Your item list comes with you. The headers of the Items sheet are the field names the item import recognises, so the columns map by themselves: open the Items sheet, save the file, and import it under Items → Import.

The free plan has 1 user, 1 location, 50 items and 50 documents a month, with no card. Paid plans remove the limits.

Questions

Is the template really free?

Yes. The download needs no e-mail and no account, and you may use the file in your business.

How does the stock go down when I sell?

Copy the codes and quantities of each invoice to the Sales log sheet. The Items sheet then shows the new stock on hand. This copy step is manual in a spreadsheet.

How many items does it hold?

The formulas cover 200 items and 2,000 sales log lines. To go further, copy the last formula row down.

Can I have a different tax rate on each line?

Not in the template: it has one rate per invoice. Golden Inventory has a tax code per line.

Can I move the item list into inventory software later?

Yes. The headers of the Items sheet are the field names that the Golden Inventory item import recognises, so the sheet imports without a mapping step.