Create an Inventory List: Free Template (Excel & PDF)

One Inventory List gives you a complete overview of all your company's assets—from tools to laptops. Here you'll find a Free template in Excel and PDF formats available for download, along with instructions on what should be included in a good inventory list and how to create one.

Key Points at a Glance

• An inventory list records all assets along with their key characteristics.
• Our free template It is available as an Excel file (with AutoFilter) and as a printable PDF.
• Important columns include, among others,. Inventory number, description, location, quantity, and value.
• Once it reaches a certain size, a Software more efficient and less prone to errors than Excel.

What is an inventory list?

One Inventory List is a structured list of all items (inventory) belonging to a company, a department, or a location. It documents what is on hand, where it is located, and its value. As such, it serves as the foundation for inventory counts, fixed asset accounting, and proper operational organization.

What should be included in an inventory list?

Every inventory list should include this information—it is already set up as columns in our template:

• Inventory number – a unique identifier for each item
• Name – What exactly is it?
• Category – e.g., tools, IT, furniture
• Location – Room, warehouse, vehicle, or person
• Quantity
• Date of purchase and Cost
• Condition, Serial number and Note

Creating an Inventory List: Step by Step

1. Open Template and customize it to suit your needs (add or remove columns).
2. Define Categories and Locations, so that the list remains consistent.
3. Record Items – preferably right on site, room by room.
4. Assign inventory numbers and label the items (with a label or barcode).
5. Maintain List: Continuously update additions, removals, and location changes.

Excel template or software?

An Excel inventory list is ideal for getting started and managing small inventories. However, as the number of items increases, maintaining the list becomes time-consuming: duplicate entries, outdated locations, and missing history can quickly lead to errors. At that point, at the latest, it’s worth switching to software—you can usually import the structure of your list directly.

From a List to Digital Inventory Management

A template is the perfect place to start—but as your inventory grows, Excel reaches its limits: duplicate entries, outdated locations, no history. With Inventory ONE Enter each object via Barcode/QR Code Scan, view location and history in real time, and manage the Mobile Inventory Count via App. Learn more on our pages about Inventory management and Inventory Software.

Frequently Asked Questions About the Inventory List (FAQ)

What is an inventory list?

A structured list of all items owned by a company, including details such as inventory number, description, location, quantity, and value.

What should be included in an inventory list?

At a minimum, the inventory number, description, category, location, quantity, and the date and cost of purchase. Our template already includes these columns.

Is there a free inventory list template?

Yes. You can download our template above for free as an Excel file and as a PDF.

Excel or inventory management software?

For small inventories, Excel is sufficient. If you have many items, multiple locations, or frequent changes, software is more efficient and less prone to errors.

Relevant Templates & Guides

• Inventory List Template (Excel & PDF) (this article)
• Inventory List Template (Excel & PDF)
• Overview of Inventory Types
• Maintain an asset register