Free Template
Coffee Shop Inventory Template
A ready-to-use CSV template for tracking on-hand stock, par levels, unit cost and reorder triggers — designed for independent cafés that don't want yet another spreadsheet.
| SKU | Item | Category | Unit | On hand | Par level | Unit cost | Supplier | Reorder? | Notes |
|---|---|---|---|---|---|---|---|---|---|
| BEAN-001 | Espresso blend (1kg bag) | Coffee | bag | 5 | 7 | 22.00 | House Roastery | Yes | Order Mon/Thu |
| MILK-WHL | Whole milk | Dairy | gallon | 8 | 10 | 4.20 | Local Dairy Co | Yes | |
| MILK-OAT | Oat milk | Dairy | carton | 12 | 14 | 3.40 | Oatly | Yes | Trending +18% MoM |
| CUP-12OZ | 12oz hot cup | Packaging | case | 3 | 4 | 48.00 | EcoCups | Yes | 1000/case |
| LID-12OZ | 12oz lid | Packaging | case | 4 | 4 | 32.00 | EcoCups | No | |
| SYR-VAN | Vanilla syrup | Syrups | bottle | 6 | 6 | 9.50 | Monin | No | |
| SYR-CAR | Caramel syrup | Syrups | bottle | 2 | 5 | 9.50 | Monin | Yes | |
| PASTRY-CR | Butter croissant | Pastry | each | 18 | 24 | 1.10 | Sunrise Bakery | Yes | Bake daily |
| PASTRY-MF | Blueberry muffin | Pastry | each | 10 | 12 | 1.25 | Sunrise Bakery | Yes | |
| TEA-EB | English breakfast tea | Tea | box | 4 | 3 | 12.00 | Harney & Sons | No | 50/box |
What's in the template
- SKU + item: a short code and the human name so staff can scan the list fast.
- Category: Coffee, Dairy, Syrups, Packaging, Pastry, Tea.
- Unit & on-hand: count once a week in the same unit you order in.
- Par level: minimum on-hand before you reorder.
- Unit cost: last paid price — feeds COGS and waste-cost reports.
- Supplier + reorder flag: Monday-morning order list in one filter.
How to use it (weekly rhythm)
- Sunday close: count every SKU and update "On hand".
- Monday open: filter "Reorder? = Yes" and place one consolidated order per supplier.
- Mid-week: note any unexpected usage in "Notes".
- End of month: recalculate par from last month's usage (avg weekly × delivery cycle × 1.2).
When to graduate from a spreadsheet
CSV templates work until they don't. The breaking points are usually around SKU #40, when the count takes longer than the closeout, or when waste tracking and COGS reporting need to talk to each other. Coffee Shop Dashboard handles all three on the same dashboard — no formulas, no broken sheets.