Coffee shop inventory template.
A cafe inventory spreadsheet with the math built in. Forty-eight items across fridge, espresso bar, dry storage, and pastry case. Cost per unit, inventory value, and what to reorder all calculate themselves. Free, no signup.
Download the cafe template
An Excel workbook with a pre-filled count sheet and a “How to use” tab. Opens in Excel and Numbers, and imports straight into Google Sheets.
Serving full food too? The restaurant inventory template has versions for restaurants, bars, and bakeries.
The 15-minute cafe count.
A cafe count fails when it tries to cover everything. Your expensive, fast-moving items are a short list: dairy, beans, pastries. Count those weekly in walk order (fridge first, then the espresso bar, then dry storage, then the case), same day every week, and the trend becomes useful after a month. Slow movers like retail bags and merch can wait for a monthly pass.
The sheet turns counts into decisions: value on the shelf, section subtotals, and a to-order quantity for anything at or below its reorder point. Check your result against your food cost percentage weekly. And when typing counts into a phone in the walk-in gets old, Stockcount for coffee shops counts by voice: say “half gallon oat milk, two bags Ethiopia” and keep moving.
Frequently asked questions
- Is this coffee shop inventory template free?
- Yes. No signup, no email, no watermark. Download the Excel workbook (it also opens in Numbers and imports into Google Sheets) or the plain CSV. If you would rather count the fridge out loud and have the valuation happen automatically, Stockcount starts at $19 per month.
- What is in the cafe inventory spreadsheet?
- Forty-eight pre-filled line items across four sections in walk order: Fridge (whole, 2%, oat, and almond milk, half and half, and the rest of your dairy), Espresso bar, Dry storage, and Pastry case. Each line has Item, Unit, Vendor, Reorder point, Par, On hand, Pack price, Units per pack, $ per unit, Value, and To order. The formulas handle cost per unit, line value, section subtotals, the grand total, and how much to order to get back to par.
- What should a coffee shop track in inventory?
- The items that move and the items that cost: dairy and alternative milks, whole-bean coffee, syrups and sauces, pastries, cups, lids, and sleeves. Most cafes carry 60 to 120 SKUs, but 20 to 30 of them carry most of the spend. Track those weekly; count slow movers like retail merchandise monthly.
- How often should a coffee shop count inventory?
- Weekly for the perishables and high-spend items (dairy, beans, pastries), on the same day each week. Dairy and beans turn over in days, so a monthly count cannot catch a week of spoiled milk or a quiet price increase from your roaster.
- How do I count partial bags of beans?
- Estimate in tenths of a bag and write the decimal: 0.4 for a bag just under half. The value math still works because the cost per unit is derived from the pack price. Consistency matters more than precision; the same person estimating the same way each week produces a usable trend.
- Does this template work in Excel and Google Sheets?
- Yes. The .xlsx opens directly in Excel and Apple Numbers with formulas intact. For Google Sheets, use File, then Import, then Upload, and choose "Replace spreadsheet". There is also a plain CSV if you just want the item list.
Count it out loud instead.
Stockcount turns spoken counts and scanned invoices into live inventory value and food cost. Plans from $19/mo, cancel anytime.