Inventory Count Sheet Generator
| Item name | Unit | Unit cost | Count | Value | |
|---|---|---|---|---|---|
A stocktake starts with a count sheet. Add your inventory categories and items, then either print a blank sheet for staff to count by hand, or enter the quantities directly and print a completed count with totals and estimated values.
How to use this tool
- 1Enter the business name, location, and count date.
- 2Add categories (e.g. 'Dry goods', 'Refrigerated', 'Beverages') using the '+ Add category' button.
- 3Under each category, add items: item name, unit, and optionally a unit cost for value calculation.
- 4Leave the count field blank to print a blank count sheet for staff. Or enter quantities to see totals and values.
- 5Click 'Print / Save PDF' to generate a print-ready count sheet.
Example
Business: Harbour Kitchen. Date: Sunday close. Categories: Proteins (chicken breast, salmon fillet, beef mince), Dairy (butter, cream, cheese), Dry goods (flour, sugar, rice, pasta). Items have unit cost entered. After counting: total inventory value 2,340. Variance from last week: -180 (expected COGS based on sales).
Business: Home Goods Plus. Date: Month end. Categories: Kitchen (mugs, plates, bowls), Decor (candles, picture frames, vases), Clearance. Blank sheet printed, distributed to 3 staff for simultaneous count by section. Counts entered and totalled after the count.
Common use cases
- Restaurant and cafe managers running a weekly or monthly stocktake
- Retail shop owners doing an end-of-period inventory count
- Warehouse operators creating a count sheet for a physical inventory audit
- Bar managers doing a spirits and beverage stock count
- Any business needing a structured, printable inventory count document
Common mistakes
- Counting without freezing sales - do stocktakes before opening or after closing to avoid counting moving inventory.
- Not assigning sections to staff - for large stocktakes, divide the space into sections with one person per section to avoid double-counting.
- Counting to the nearest unit when the unit is wrong - make sure the unit (each, kg, litre, case) matches how you normally order and price.
Frequently asked questions
How often should I do a stocktake?
Restaurants typically do a full stocktake weekly or monthly, with spot checks on high-value or high-theft items more frequently. Retail and warehouse operations often do quarterly full counts with rolling cycle counts in between. The frequency depends on your inventory value and how quickly stock turns.
What is the purpose of a count sheet?
A count sheet provides a structured, consistent format for staff to record physical stock quantities. It organises items by category, provides space for counts, and when unit costs are entered, calculates the total inventory value - which feeds directly into COGS calculations.
How do I calculate COGS (cost of goods sold) from a stocktake?
COGS for a period = opening inventory value + purchases during the period - closing inventory value. A count sheet gives you the closing inventory value. Compare this against your opening inventory and purchase records to calculate COGS for the period. This is a core component of your food or product cost percentage.
What is cycle counting and when should I use it?
Cycle counting is a continuous inventory auditing method where you count a subset of items on a rotating schedule rather than counting everything at once. High-value items (premium spirits, proteins) might be counted weekly; medium-value items monthly; slow-moving items quarterly. It reduces the disruption of full stocktakes and provides more frequent accuracy checks on your most important items.
What is the difference between a count sheet and a stock management system?
A count sheet is a physical document used during the counting process. A stock management system is software that tracks inventory movements in real time - purchases in, sales out, waste recorded. This tool generates the count sheet for the physical count. The count results are then entered into your records or stock system to update inventory values.
Are my details stored on a server?
No. Everything runs in your browser. Nothing is uploaded to any server.
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