Inventory guides
Guides for counting stock, checking a count that doesn’t match, scanning barcodes, importing a spreadsheet, and keeping track at a craft fair.
Where to start
You want to check stock between full counts
Set up a cycle counting scheduleUse a four-week rotation and check priority items more often.
You keep stock on paper or in your head
Inventory spreadsheet templateA free template that logs stock in and out and marks what to reorder.
You’re deciding whether to leave your spreadsheet
Compare a spreadsheet with an inventory appCheck the daily work and try one item before moving the list.
You use Sortly and are looking at other apps
Compare Countstead with SortlySee the differences, when Sortly fits better, and how to move your items.
You use BoxHero and are looking at other apps
Compare Countstead with BoxHeroSee the differences, when BoxHero fits better, and how to move your items.
You’re choosing an inventory app for iPhone or iPad
Compare six inventory appsSee which app suits several people, an online shop, or a business that records stock on iPhone, with free plans and offline use side by side.
An item has reached its low-stock level
Work out how much to reorderEnter what you have and the last 30 days of use.
Some of your stock has a best-before date
Track expiration datesRecord the soonest date and check it daily. Includes a free template.
Your count doesn’t match the record
Investigate a stock discrepancyChoose the action that fits the evidence you have.
You’re about to count a shelf, a room, or a van
Stocktake checklistPlan the count and print the sheet to write on.
You run a café, bakery, bar or small kitchen
Inventory for cafés and kitchensCount in kilograms or litres, track best-before dates, and record waste.
You run a food truck or cart
Inventory for food trucksChoose an app or sheet, track truck and commissary stock, and start from a taco or shawarma list.
Some of your stock travels with you
Stock at a craft fairKeep what you pack, sell, and bring back separate from studio stock.
Your item list is still a spreadsheet
Import a spreadsheetSave it as .xlsx or CSV, match the columns, and check the rows before importing.
Your products have no barcodes yet
Create barcodes for your inventoryChoose a code for each item, then print and test the labels.
You type the same item codes all day
Barcode inventoryScan a label to open an item you already track.
Downloads
- Inventory spreadsheet template (.xlsx)
Items, a stock in and out log, and reorder flags. Opens in Excel, Google Sheets and Numbers.
- Expiration date template (.xlsx)
Item, location, quantity and best-before date, with days left and an Expired or Soon status.
- Inventory discrepancy report template (.xlsx)
Recorded and counted quantities, the variance and percentage, and what you recorded for each difference.
- Inventory count sheet (.xlsx)
Quantities on record, first counts and recounts, with the difference and a Recount flag. For Excel, Google Sheets and Numbers.
- Count sheet (A4)
One sheet per location, with room for a first count, a recount, and a note.
- Count sheet (US Letter)
The same worksheet on US Letter paper.
- Sample import CSV
Three example items using the column names Countstead matches automatically.
Tools
- Low-stock threshold (reorder point) calculator
Find a starting threshold from recent usage, restock time, and the units you want in reserve.
- Reorder quantity calculator
See how much to reorder and how long your stock will last.
- SKU generator
Make a SKU for every product, size, and colour, then import the list or print it as labels.
- Barcode label generator
Print Code 128 or QR code labels on A4 or US Letter sheets.
- Inventory variance calculator
Compare recorded stock with a physical count, then check the quantity difference and percentage.
Free inventory spreadsheet template
Track stock in and out in Excel, Google Sheets or Numbers, then import the list into Countstead.
Cycle counting for small business
Plan a four-week rotation, count selected items, and check differences before changing the record.
Inventory spreadsheet vs app
Decide whether to switch, then try the workflow with one real item.
Sortly alternative for iPhone and iPad
Compare free plans, accounts, offline use, and devices, including when Sortly is the better choice.
BoxHero alternative for iPhone and iPad
Compare free plans, accounts, offline use, and devices, including when BoxHero is the better choice.
Inventory apps for iPhone and iPad, compared
Six apps side by side: devices, accounts, offline use, free plans, and who each one fits.
Calculate and investigate a stock discrepancy
Compare your count with the record, then check what explains the difference.
Track expiration dates
Decide which date to record, use the stock that expires first, and check it every day.
Inventory count sheet and stocktake checklist
Count one location, check differences, and download a printable count sheet.
Barcode inventory
Find items by their codes and record stock movements on your device.
Create barcodes for your inventory
Decide between your own codes and GS1 barcodes, then save, print, and test them.
SKU generator
Make a SKU for every product, size, and colour, then import the list or print it as labels.
Barcode label generator
Print Code 128 or QR code labels on A4 or US Letter sheets.
Import a spreadsheet
Prepare an .xlsx or CSV file, match its columns, and check the rows before importing.
Stock at a craft fair
Keep track of what you pack, sell, and bring home.
Inventory for cafés and small kitchens
Count ingredients in the unit you buy, track best-before dates, and see where waste comes from.
Inventory for food trucks
Choose an app or sheet, track truck and commissary stock, and start from a taco or shawarma list.