Coffee Shop Inventory Spreadsheet
For cafes and espresso bars tracking beans, milk, syrups, cups and pastries. Know your par for every item so the bar can make every drink on the menu through the afternoon rush.
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 |
|---|---|---|---|---|---|---|---|---|---|---|
| Espresso Blend Whole Bean, 5 lb | Coffee | Back Shelf | bag | 6 | 4 | auto | 52 | auto | Ridgeline Coffee Roasters | 2026-01-20 |
| Oat Milk Barista Edition, 32 oz | Dairy & Alt Milk | Under-Counter Fridge | carton | 24 | 14 | auto | 3.4 | auto | Greenway Foodservice | 2026-03-04 |
| Hot Cup 12 oz, 1000-ct | Disposables | Stockroom | case | 3 | 2 | auto | 54 | auto | Allied Foodservice Packaging |
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
- Order whole beans weekly and track roast date; most shops aim to brew within a few weeks of roasting.
- Count milk and alt-milks daily before the morning rush; oat milk runs out faster than most owners expect.
- Track cups and lids by size together, since running out of 12 oz lids is as bad as running out of 12 oz cups.
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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