Inventory List: Free Template for Taking Inventory (Excel & PDF)

The Inventory list This is the main worksheet for the physical inventory: It is used to record and compare target and actual inventory levels. Here is a Free template in Excel and PDF formats – with predefined columns and automatic calculation of differences.

Key Points at a Glance

• An inventory list is used to physically count items during an inventory.
• Our free template (Excel & PDF) calculates the Difference and the Total value automatically.
• Important columns: Target Inventory, Actual Inventory, Difference, Value, and Counter.
• For large collections, a Mobile Inventory App the recording significantly.

What is an inventory list?

One Inventory list (also known as a count sheet) is the form used to record the actual inventory during a physical count. It represents the Target inventory from the accounting records to the counted Current inventory and documents any discrepancies. The inventory list thus serves as proof that the inventory was conducted properly.

What should be included in an inventory list?

• Position and Inventory/Item Number
• Name and Storage location
• Unit (piece, pair, carton …)
• Target inventory (according to the books) and Current inventory (counted)
• Difference – calculated automatically in the template
• Value per unit and Total value
• Counted by and Date

Taking Inventory Using the Inventory List: Here's How

1. Prepare the template and enter the target balances (or export them from the system).
2. Divide into zones and assign counters.
3. Count the current inventory and enter it directly into the list.
4. Check for discrepancies – The template calculates it automatically.
5. Sign the list and archive it as an inventory record.

To learn about the different inventory-taking methods, read our overview of the Inventory Types.

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A template is the perfect place to start—but as your inventory grows, Excel reaches its limits: duplicate entries, outdated locations, no history.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?

The physical inventory form, which compares the target and actual inventory levels and documents any discrepancies.

What is the difference between an inventory list and a stock-taking list?

The inventory list provides a permanent record of the available inventory. The inventory count sheet is the form used for conducting an inventory count as of a specific date.

Is there a free inventory list template?

Yes, above as an Excel file (with automatic calculation of differences) and as a printable PDF.

How can I conduct inventory counts more efficiently?

With a mobile inventory app, multiple teams can count items simultaneously by scanning them and enter the data directly into the system—without having to enter it manually.

Relevant Templates & Guides

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