Catering Inventory Template
For caterers who buy for specific events and also keep a base pantry of staples. Track ingredients, par levels and expiry so leftovers from Saturday's wedding become Monday's lunch order instead of waste.
Works in Excel, Google Sheets (File → Import) and Numbers. No sign-up.
| Item | Category | Storage | Unit | Par Level | On Hand | To Orderƒ | Unit Cost | Valueƒ | Supplier | Expiry |
|---|---|---|---|---|---|---|---|---|---|---|
| Heavy Cream 36%, 1/2 gal | Dairy | Walk-in Cooler | carton | 6 | 4 | auto | 7.9 | auto | Valley Dairy Distributors | 2025-12-12 |
| Arborio Rice, 10 lb | Dry Goods | Dry Storage | bag | 3 | 2 | auto | 18.5 | auto | Coastal Specialty Foods | 2027-01-31 |
| Frozen Puff Pastry Sheets, 20-ct | Frozen | Walk-in Freezer | case | 2 | 2 | auto | 46 | auto | Greenway Foodservice | 2026-07-15 |
ƒ = calculated automatically by formula.
What's included
- Item
- Category
- Storage
- Unit
- Par Level
- On Hand
- To Order — calculated automatically
- Unit Cost
- Value — calculated automatically
- Supplier
- Expiry
Tips for using this template
- Build a buy list per event from the menu and guest count, then subtract what's already on hand here before ordering.
- Label and date leftover prepped food right after each event; it's the easiest place for waste to hide.
- Track rentals like chafers and linens on a separate asset sheet so food counts stay clean.
Stop typing deliveries by hand
Every time stock arrives you have to copy the supplier invoice into your sheet. Upload the invoice or packing slip to our invoice to inventory converter and paste SKU, item, quantity and unit cost straight into this template.
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