Excel inventory list for the catering industry

In the catering industry, an overview of stock levels is crucial for profitability and guest satisfaction. A structured inventory list - whether as an Excel spreadsheet or digital solution - helps you to control costs and identify sales opportunities. Expert sources point out that recording stock levels not only saves time, but also reduces excess stock and makes menu planning easier.

Regular stocktaking is an important part of every restaurant and catering business in order to keep track of stock levels and control costs. An inventory list for restaurants, for example as an Excel template or PDF, can help to save time and effort. In this article, we explain how to create an inventory list in Excel for the food service industry and which templates are suitable for the food service industry. With the right methods and templates, stocktaking in the food service industry becomes much more efficient. At the end of the article, we provide you with a free Excel template for the beverage inventory at your disposal.

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1. basic structure of the inventory list for gastronomy in Excel

An inventory list should be more than just a loose collection of numbers. It needs a clear structure so that you always have answers to questions such as "What is the value of the goods?" or "How many bottles are currently still available?". The following table shows the most important columns for an inventory list in Excel:

• Product name: Detailed description (e.g. "Bacardi Carta Blanca Rum")‍
• Article number: Unique number to easily record all articles
• Unit: Typical unit of measure such as bottles, liters, weight or container sizes
• Location area: Storage location of the goods (bar, kitchen, cellar)
• Inventory: Information on the current inventory to maintain an overview
• Purchase price: This information helps you to calculate your inventory and profitability and enables you to determine the exact value
• Sales price: You should also document the sales price to help you plan your sales better
• Comment: In the comment you can document useful information such as shelf life

2. create categories and various inventory lists for the catering trade

A catering business usually has several storage locations: bar, kitchen, cold rooms or cellar. Separate these areas clearly in your list. Within each area, products should be divided into categories such as spirits, wines, soft drinks and food. This two-level categorization improves the overview and speeds up the inventory. Make sure that you record serial numbers, best-before dates or batch numbers separately - so you can react quickly in the event of damage.

Tip: Download our free inventory template for Excel or PDF to organize your inventories even more easily.

3. tips for saving time during stocktaking for the catering industry

4. prices and values for the catering inventory list in Excel

A precise calculation of the value of goods is essential: the purchase price per unit and the total cost block (quantity×price) provide information about the stock value and help when calculating food and drink prices. Note price changes in a separate column so that you can react quickly to price fluctuations. In some cases, it may also be useful to record the current value or remaining shelf life of a product (e.g. for wines or aged spirits).

5. efficiently transfer catering inventory to the tax consultant

Working with your tax advisor is another important consideration when creating a restaurant inventory list. Here are some best practices:

• Categories according to storage locations and article groups: Clear categorizations facilitate transmission and tax auditing.
• CSV export of the Excel list: This allows the tax consultant to easily process the inventory data.
• Documentation for tax audits: A well-structured and fully completed inventory list helps to prepare for audits.

6. advantages and disadvantages of an inventory list for the catering industry in Excel

Advantages of an Excel inventory list:

• Flexibility and low costs: An Excel template is customizable and often available free of charge.
• Basic automation through formulas: Automatic calculations enable simple management.

Disadvantages of an Excel inventory list:

• Error-prone and time-consuming: Manual entries are time-consuming and often lead to errors, especially with large inventories.
• Limited automation: In contrast to specialized inventory apps, Excel can only be automated to a limited extent and does not offer real-time synchronization.

7. digital alternative to the Excel inventory list for the catering industry

For restaurateurs looking for a simpler solution, an inventory app for restaurants is a sensible alternative. A specialized solution such as BarBrain reduces the effort and error rate and offers a smart digital inventory for the hospitality industry.

Still unsure? Try BarBrain free for 45 days and experience the benefits of a professional inventory app for your inventory management.