Item fields
SKU, name, category, unit of measure, supplier, cost, photo URL, active status.
Free template
Inventory spreadsheet template
Use a clean spreadsheet to get inventory out of people's heads and into a structure you can import later. The template fields mirror the minimum data an inventory system needs.
Best for
Small teams cleaning a messy item list, preparing for a software import, or starting inventory management before choosing a system.
Not for
Multi-user real-time operations. Spreadsheets are a starting point, not a durable inventory record once several people touch stock every day.
Inputs
What you need
Keep the inputs practical. If the data is not trustworthy yet, use the tool to expose what needs cleanup before automation.
Location fields
Warehouse, room, shelf, bin, truck, or jobsite.
Count fields
On-hand quantity, counted date, counted by, variance reason.
Reorder fields
Reorder point, preferred supplier, lead time, order quantity.
Outputs
What you get
The useful output is a rule, template, or plan an operator can review with the team and later move into the inventory system.
Import-ready item list
A cleaner catalog that can move into Order3 or another system.
Duplicate SKU report
A list of records that need merging before import.
Missing-data checklist
The fields to fill before trusting counts or reorder rules.
How to use it
Use the result as a working rule, not a permanent truth.
Inventory inputs drift. Supplier lead times change, usage changes, and locations develop different behavior. Review the rule after real movement proves or disproves it.
Step 01
Start with one row per SKU-location pair
If one SKU lives in five locations, record five rows. A single global quantity hides the location problem that software is supposed to solve.
Step 02
Keep item identity separate from counts
The item record says what the thing is. The count says where it is and how many are there. Mixing those concepts makes imports painful later.
Step 03
Freeze names before import
Decide the canonical SKU and item name before importing. Merge duplicates, retire old names, and document the naming rule so the catalog does not drift again.
Order3 fit
Turn this free tool into a live workflow.
Order3 stores the item records, locations, counts, thresholds, scans, reports, approvals, and purchasing drafts that sit behind this one calculation or template.
Frequently asked questions
What columns should an inventory spreadsheet have?
At minimum: SKU, item name, category, unit of measure, supplier, location, on-hand quantity, reorder point, cost, last counted date, and notes.
When should I stop using a spreadsheet?
Move on when more than one person updates counts, when you track multiple locations, when low-stock alerts matter, or when a spreadsheet quantity has caused a stockout or duplicate purchase.
Can I import an inventory spreadsheet into Order3?
Yes. Order3 supports spreadsheet import, preview, dedupe, and cleanup before records are created. Clean columns make the import faster.
Related
Keep going
Move from the free resource to the use cases, features, and guides that make the workflow operational.