Free template · Small Business Operations
Restaurant Inventory Template
A restaurant inventory template records each ingredient and supply by storage area with its counting unit, current count, par level and cost, and calculates stock value. Regular counts help kitchens order the right amount, control food cost and spot waste.
Who it's for: Restaurant, cafe and bar owners, kitchen managers and chefs.
Free, no email needed. Google Sheets: download the .xlsx, then File > Import > Upload.
Preview
These are the real columns with example rows. Click Try it here to type your own rows and download them.
| Item | Area | Unit | Count | Par level | Order qty | Unit cost | Stock value | Supplier |
|---|---|---|---|---|---|---|---|---|
| Whole milk | Walk-in | Gallon | 6 | 12 | 6 | 4.20 | 25.20 | Dairy supplier |
| Chicken thighs | Walk-in | kg | 8 | 15 | 7 | 7.80 | 62.40 | Meat supplier |
| Frozen fries | Freezer | Case | 5 | 4 | 0 | 28 | 140 | Broadline distributor |
| Arborio rice | Dry store | 5 kg bag | 2 | 3 | 1 | 16.50 | 33 | Broadline distributor |
What goes in each column
| Column | What goes in it | Example |
|---|---|---|
| Item | Ingredient or supply | Whole milk |
| Area | Walk-in, Freezer, Dry store, Bar | Walk-in |
| Unit | How you count it | Gallon |
| Count | Units on hand | 6 |
| Par level | Units you want after delivery | 12 |
| Order qty | Par minus count, if positive (calculated) | 6 |
| Unit cost | Cost per unit | 4.20 |
| Stock value | Count x unit cost (calculated) | 25.20 |
| Supplier | Where you buy it | Dairy supplier |
Why these columns: Counting in walking order makes counts faster and more accurate, and par levels turn a count straight into an order. Stock value is the number you need for food cost.
How to use it in 5 steps
- Order rows by storage area and shelf, so the count follows your walk through the kitchen.
- Count at the same time each week, before a delivery.
- Set Par level from your usage between deliveries plus a safety margin.
- Use Order qty to write purchase orders per supplier.
- Track total Stock value week to week. Sudden jumps or drops point to over-ordering or waste.
Spreadsheet, dedicated software, or Notion?
| Option | Best for | Falls short when |
|---|---|---|
| This spreadsheet | Small kitchens and cafes | No link to recipes, sales or suppliers |
| Point-of-sale inventory add-ons | Kitchens that want automatic depletion | Monthly fees, setup of every recipe |
| Notion version | Menu, inventory, staff and finances in one restaurant system | Needs Notion |
If the free spreadsheet does everything you need, stick with it. The Notion version is for when you want the pieces connected.
Want it connected? Restaurant OS: All-in-One Restaurant System
The spreadsheet is one table. The Notion system links it to everything around it:
- Inventory, suppliers and orders linked
- Menu and recipe planning
- Staff scheduling and tasks
- Finances in the same system
See Restaurant OS: All-in-One Restaurant System
Instant duplicate link after purchase.
Questions
How often should restaurants take inventory?
Weekly is common, with daily counts for expensive or fast-moving items.
What is a par level?
The amount of an item you want on hand after a delivery, set from your usage between deliveries.
How do I calculate food cost from inventory?
Opening stock value plus purchases minus closing stock value gives cost of goods used. Divide by food sales for food cost percentage.
Should the bar be counted separately?
Yes. Use the Area column to keep bar stock apart.