Count what is there
Record the physical quantity on the shelf, in the storeroom or in the warehouse.
Free business template
Stock Count Sheet
Template
If your stock records are wrong, the decisions built on them are wrong too.
Count what is physically there, compare it with what your records say should be there, and expose missing, damaged or unexplained stock before those differences keep costing you money.
Free to use. No sign up required.
Stock Count Sheet
Location: Main Shop · Count date: 25 Sep 2026
| SKU | Product | Expected | Counted | Variance | Unit cost | Variance value | Status |
|---|---|---|---|---|---|---|---|
| SKU-001 | Rose Cup | 40 | 37 | -3 | 650 | -1,950 | Short |
| SKU-002 | Storage Jar | 25 | 25 | 0 | 420 | 0 | Match |
| SKU-003 | Bamboo Lid | 60 | 64 | +4 | 180 | +720 | Over |
| SKU-004 | Travel Mug | 18 | 16 | -2 | 1,350 | -2,700 | Short |
Items counted 4Shortage value 4,650Items to review 3
Compare with records
Put your counted quantity beside the number your inventory records expect.
See every variance
Spot shortages, excess stock and items that match before they disappear into the totals.
Value the difference
Use unit cost to see the financial value attached to a stock shortage or excess.
Investigate with context
Keep location, date and notes close to the count so the next action is clear.
Everything you need to turn a physical count into a useful control.
The template gives you a consistent way to count stock, show the variance and decide what needs investigating.
SKU and product description
Location and count date
Expected quantity
Counted quantity
Automatic variance calculation
Unit cost and variance value
Short, match and over statuses
Notes for damaged or disputed stock
Example entries to help you get started
Choose one format that works for you.
Google SheetsUse it online
Work in your browser, access the count from different devices and share it with someone else while the live delivery link is being prepared.
The live Google Sheets link will appear here when delivery is approved.Microsoft ExcelDownload the spreadsheet
Prefer working offline? The Excel version will give you a local copy once the approved delivery file is available.
The spreadsheet file will appear here when delivery is approved.How to use your Stock Count Sheet Template
A reliable count is a repeatable process. Keep the location, date and review decision with the numbers.
Choose one location
Count one shop, stockroom, warehouse or pickup location at a time so stock cannot be mixed between places.
| Location | Example |
|---|---|
| Location | Main Shop |
| Count date | 25 Sep 2026 |
Count each item
Walk the location and write down what you can physically see. Include damaged stock, then mark its condition in the notes.
| Physical count | Example |
|---|---|
| SKU-001 | Rose Cup · 37 |
| SKU-002 | Storage Jar · 25 |
Compare the numbers
Enter the expected quantity from your records. The variance shows the difference between the record and the physical count.
| Variance | Example |
|---|---|
| Expected | 40 |
| Counted | 37 |
| Variance | -3 |
Investigate before adjusting
Review shortages and excess stock for missed sales, receiving errors, transfers, returns, damage or earlier count mistakes.
| Review queue | Example |
|---|---|
| Rose Cup | Short · -3 |
| Bamboo Lid | Over · +4 |
| Action | Investigate |
Use cases
Useful anywhere a stock record needs to meet reality.
Use the same count discipline whether your inventory is on a shelf, in a storeroom or spread across several locations.
Retail shops
Check fast-moving products before a shortage becomes a lost sale.
Food and hospitality
Separate usable, damaged and expired stock during a routine count.
Online sellers
Compare the stock customers can order with the units you can actually fulfil.
Multiple locations
Run a separate count for each location so one site cannot hide another site's variance.
What does a stock variance tell you?
A stock variance is the difference between the quantity your records expect and the quantity you physically count. It does not explain the problem by itself, but it tells you where a stock movement, process or record needs attention.
Do you know why the number on the shelf is different?
Before changing your records, check for unrecorded sales, receiving errors, transfers, returns, damage, internal use, theft and previous count mistakes. The investigation is part of the control.
Frequently asked questions
Is this Stock Count Sheet Template free?
Yes. The Stock Count Sheet Template is free to use. The Google Sheets and Microsoft Excel delivery links will be enabled when the approved files are ready.
What is a stock count sheet?
A stock count sheet records the quantity of inventory you physically find and compares it with the quantity your records say should be available. The difference is the stock variance.
What is the difference between expected and counted stock?
Expected stock is the quantity in your records. Counted stock is the quantity you physically find. If your records show 40 units and you count 37, the variance is -3 units.
Should damaged stock be included?
Yes. Count damaged stock and identify it separately. It physically exists, but it may not be sellable, so it should not make available inventory look healthier than it is.
How often should I count stock?
Fast-moving, high-value or frequently missing products usually need more frequent checks. Many businesses combine cycle counts for selected items with a less frequent full count.
Can I use this template for multiple locations?
Yes. Use the location field to run separate counts for different shops, warehouses, stockrooms or pickup locations. Separate counts make variances easier to trace.