How to Create and Manage Inventory Spreadsheet in Excel

It’s the end of the month, and you’re staring at a mountain of inventory data that needs to be organized, tracked, and reported. Your Microsoft Excel sheet is open, cells waiting to be filled.

How do you simplify this process using just a few clicks?

In this guide, we’ll show you how to manage inventory in Excel. We’ll also discuss how an Excel inventory tracking spreadsheet stacks up against dedicated inventory management software so you can decide which tool best suits your needs.

Understanding Excel Spreadsheets for Inventory

Whether you’re running a small business or overseeing a vast operation, you need to know what you have in stock and what’s running low. 

Effective inventory management is crucial in any business’s value chain analysis. And worldwide, many enterprises begin inventory tracking in the simplest way possible—through Excel spreadsheets.

Why use Excel for inventory management

Inventory refers to the goods and materials a business holds for resale or production. They’re commodities your business owns, just waiting to be sold or turned into something amazing. 

While larger organizations might need specialized eCommerce inventory management software, smaller businesses can leverage Excel’s simplicity and flexibility. Excel spreadsheets are versatile tools that help you track, manage, and analyze your inventory value. 

Here’s a quick rundown of specific features in Excel that make it ideal for an inventory management system:

Inventory lists

Excel allows you to maintain clear and accessible records, helping you keep track of stock levels and inventory changes.

Think of this as your digital filing cabinet. Organize products, quantities, and details in a structured manner. Manually adjust quantities and product details with relative ease. Use formulas, dropdown lists, and conditional formatting to speed up your work. 

Automated calculations

With Excel’s formulas, you’ll spend less time double-checking numbers and more time running your business. You don’t need a calculator. Apply a function (formula), select cells (values), and hit enter—it’s that simple.  

AI for analysis

Excel’s ‘Analyze Data’ feature spots patterns, predicts trends, and suggests actions based on your data. It’s like having a mini data scientist on your payroll!

Inventory templates

Excel offers ready-made inventory templates with structured and customizable options. Just fill in the information, and you’re good to go.

Here is an example of an Excel inventory management template.

Excel Inventory Management Techniques

While Excel isn’t a dedicated inventory management solution, it offers powerful features that can help you stay organized and efficient. Let’s see, step-by-step, how to create an inventory spreadsheet in Excel:

Step 1: Create an Excel spreadsheet for inventory

Open Excel and start with a blank workbook. A workbook is a file that contains one or more spreadsheets. Simply launch Excel, click File, select New, and choose Blank Workbook. 

You now have a fresh canvas to build your inventory tracker.

Step 2: Add necessary product categories as columns

Set up clear, easy-to-navigate columns for your inventory. Label the first column as Product Name or Item Description. Then, build out other essential columns like SKU (Stock Keeping Unit), Stock Levels, and Reorder Points. 

Here’s what a typical inventory in Excel looks like:

Make your spreadsheet as informative and functional as possible to quickly sort and filter your data.

Step 3: Adjust quantities as you make sales

Accurate inventory management is vital to effective capacity planning. You need to determine accurately the resources, such as stock and storage, required to meet current and future demand without overwhelming your operations.

As you make sales, keep your stock levels up to date. This avoids stockouts as well as overloaded resources. 

To update your stock, find the item in your spreadsheet and adjust the quantity in the appropriate column. You can use simple Excel formulas to automatically calculate totals and apply conditional formatting to highlight items running low, helping you stay on top of your inventory and avoid stockouts.

Step 4: Review and audit data

Regular reviews and audits of your inventory data are essential to ensure its accuracy. 

Periodically, take the time to cross-check your physical inventory with the numbers in your Excel spreadsheet. Look for discrepancies, outdated information, or any missing data about your incoming and outgoing stock. 

Integrating logistics software like Oracle Transportation Management and Zoho Inventory can streamline this process by aligning inventory data with real-time tracking.

These audits help maintain data accuracy and give you insights into your inventory trends, such as fluctuations in stock levels or seasonal demand shifts. These trends can predict future needs, ultimately improving operational efficiency and reducing costs.

Avoiding common pitfalls and mistakes

Manual inventory management in Excel is prone to errors. Common pitfalls include inconsistent data entry, mislabeling products, and neglecting to update stock levels. These errors matter because they can result in overstocking, stockouts, and inaccurate financial reporting.

To avoid these pitfalls, follow these best practices:

• Set clear guidelines for data entry, including naming conventions and updates
• Train all users on consistent data entry
• Hold regular refresher sessions to address potential new errors owing to updates
• Have a contingency plan in place to deal with inadvertent mistakes. This could involve promptly identifying the error and notifying the team to address discrepancies within a stipulated time

Following this, conduct a thorough data review to correct stock levels and a root cause analysis to prevent recurrence. 

Benefits and Drawbacks of Excel for Inventory Management

When it comes to inventory management, Excel is like that trusty old car in your garage. It may not be the latest model, but it gets the job done—most of the time.

Let’s look at some benefits of using Excel for all your inventory management processes.

• Cost efficiency: Excel is much more cost-effective than most dedicated inventory management software 
• Inventory visibility: It’s easy to set up an Excel spreadsheet that gives you a bird’s-eye view of what’s in stock, what’s flying off the shelves, and what’s been sitting there since last year’s holiday sale
• Multichannel coordination: Excel can act as a one-stop shop for your inventory, letting you coordinate stock levels whether you’re selling online, in-store, or both

Now, let’s examine a few reasons why this trusty old inventory management solution might not always be the hero we want it to be.

• Lack of automation: The absence of built-in automation features in Excel is a major concern for contemporary users
• Susceptibility to errors: One wrong keystroke, and your inventory can spiral out of control faster than you can say “undo” 

Inventory Management Software vs. Excel Inventory Management

You can opt for specialized alternatives to Excel for inventory management. Some, like Google Sheets, are pretty well-known; others are more specialized, such as Oracle NetSuite.

Inventory management software is specially geared toward helping businesses track and manage their inventory levels, orders, sales, and deliveries. It automates many manual processes traditionally associated with inventory management, improving operational efficiency.

The critical differences between specialized inventory management software and Excel inventory management are collated in this table:

Aspect	Inventory management software	Excel inventory management
User-friendliness	Designed specifically for inventory tasks, often with intuitive interfaces	Familiar to many users but not optimized for inventory management
Automation	High level of automation for data entry, updates, and reporting	Relies heavily on manual input
Real-time data access	Provides real-time tracking and updates of inventory levels	Lacks real-time capabilities, so data can become outdated quickly
Scalability	Easily scales with business growth and larger inventories	Limited scalability; inefficient for large datasets
Data integrity	Stronger safeguards against data corruption and errors	Prone to human error because of manual data entry
Collaboration	Supports multiple users with controlled access and tracking changes	Limited collaboration features; prone to errors when multiple users are editing simultaneously
Integration	Integrates seamlessly with other business systems (e.g., ERP, eCommerce)	Limited integration capabilities; often requires manual data transfers
Cost	Generally involves subscription or licensing fees	Low-cost or free
Reporting and analytics	Advanced reporting tools for predictive analytics and insights	Basic reporting capabilities; lacks advanced analytical tools
Customization	Highly customizable to fit specific business needs and workflows	Limited customization options; primarily relies on pre-built templates

As you can see, specialized inventory management software offers significant functional advantages over Excel. This makes it a more suitable choice for businesses with complex inventory needs. One concern, though, is their cost.

So, what if you could get the best of both worlds? Robust functionality at a reasonable price?

Choosing for inventory management

is a customizable work management platform that offers stellar spreadsheet management functionalities and much more. 

Customizable dashboards, automated tasks, and real-time notifications help keep your inventory organized. Plus, it offers a variety of inventory management features, such as securely storing essential documents like the Goods Receipt Note (GRN) within tasks. 

It integrates with other tools you use often, facilitates time tracking, and offers advanced reporting options. And its vast library of templates takes the hard work out of setting up your workflow. 

Take a closer look at some of ’s inventory management solutions.

Automation and efficiency

is a modern, user-friendly solution to streamline your inventory management process. 

Its vendor management templates simplify the process of tracking vendor information and performance. Built-in automation, such as recurring tasks and task triggers, speeds up vendor coordination and simplifies order management.

With features like automatic inventory tracking, real-time updates, and low-stock notifications, is like a personal assistant dedicated to keeping your inventory in check.

Cost and flexibility

Excel is a very budget-friendly and convenient option. However, these advantages come at a price: managing complex Excel spreadsheets takes more time and effort as your business grows.

Meanwhile, offers advanced options for a small subscription fee. (Of course, comes in a lifetime-free version as well.

With Custom Fields and multiple Views, you have the flexibility to view your information the way you like. 

It’s important to note that you can use for your other needs, too. For example, ’s operations management software can help your growing business.

Scalability

is built with scalability in mind. Whether you’re managing inventory for a small business or a large enterprise, can grow with you. 

It efficiently handles large volumes of data and provides advanced reporting and analytics through customizable Dashboards, helping you make informed decisions as your business evolves.

’s Inventory Management Template can be customized to your needs, making it easy to set up and manage your inventory with minimal effort. It’s also easily scalable.

Here are some of its main features:

• Pre-built Custom Fields for tracking inventory details such as item descriptions, stock levels, and reorder points
• Easy-to-use views, including List, Calendar, and Board, for managing inventory tasks and schedules
• Task dependencies and reminders to ensure timely restocking and inventory checks
• Customizable dashboards to monitor inventory metrics and performance
• Integration with other tools like Slack and email for streamlined communication and notifications
• Real-time collaboration features that allow team members to update inventory information simultaneously
• Simplified workflow automation to reduce manual tasks and improve efficiency

Transitioning from Excel to for Inventory Management

However, as your business grows, you may need to consider a more robust inventory management solution, such as .

Are you ready to upgrade?

If you’re finding that your inventory is outgrowing your spreadsheet, it might be time to consider an upgrade. Here are some signs:

• If you’re spending more time correcting mistakes than managing inventory, the lack of advanced automation in Excel might be holding you back
• As your inventory expands, keeping track of everything in Excel can become overwhelming
• If you need real-time updates and automation, Excel’s manual processes can slow you down
• If multiple people are involved in managing inventory, coordinating through a single spreadsheet can become chaotic

Transition from Excel inventory management to

Making the switch from Excel to doesn’t have to be daunting. 

Start by migrating your existing data to ’s customizable dashboards. These dashboards allow you to create dynamic lists, track stock levels, and manage orders from multiple sales channels in one place. 

Here’s a step-by-step approach:

Export your Excel data

Begin by exporting your inventory data from Excel (in XLSX, XLS, or CSV format) and importing it into .

Set up custom workflows

Customize ’s Inventory Template to fit your inventory processes, whether it’s tracking stock levels, managing orders, or setting up reorder alerts.

With ’s Inventory Template, you can:

• Centralize all your inventory data in one streamlined workspace for easy access and management
• Efficiently track stock levels, sales, and reorders in real time, ensuring you never run low on essential items
• Automate updates and reporting, reducing manual errors and saving time on inventory audits

To optimize your inventory management, enhance this template by adding Custom Statuses like ‘In Stock,’ ‘Low Stock,’ and ‘Out of Stock.’ You can also incorporate Custom Fields such as ‘SKU,’ ‘Supplier,’ ‘Reorder Point,’ and ‘Last Ordered’ to keep vital inventory information organized and gain a comprehensive view of your inventory health.

Monitor and adjust

Once your system is up and running, monitor its performance and make adjustments as needed to optimize your inventory management.

Automation and real-time reporting in inventory management

One of the biggest advantages of transitioning to is the automation and real-time reporting features. With Automations, you can automate data input and updates, reducing the risk of human error and freeing up time for more strategic activities.

’s real-time reporting lets you generate up-to-date insights at the click of a button, helping you make informed decisions quickly.

And we’ve saved the best for last: Brain. 

Brain is ’s built-in, fully integrated AI assistant. You can access it from anywhere within the platform. Here’s how you leverage it:

• Ask it questions (“What is the current turnover rate of our inventory, and how does it compare to last year?”)
• Generate tables and views (“Show me a table of all items that went out of stock during last year’s Christmas season and the current demand for them”)
• Create reports (“Write a brief summary of month-wise variations in shoe stock inventory this year”)

Automate Your Inventory Management With

A wise person once said, “The global economy is built on two things: the internal combustion engine and Microsoft Excel.” Indeed, Excel has earned its stripes.

Excel can help small businesses improve their inventory management. But as your business grows, you’ll know it’s time to upgrade from your Excel inventory management system.

offers modern, scalable inventory solutions with automation, real-time insights, and slick features that an Excel spreadsheet just can’t match. It also comes with many other solutions, such as collaborative documentation and real-time chat, that make it a suitable all-in-one app for all departments. For the forward-thinking business professional, its scalability and flexibility are not to be ignored.  

Get started with today!

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