Inventory Tracker
Small retailers, online shops and makers
Small shops and makers: track stock, suppliers and orders so you reorder in time.
Use this templateInventory Tracker
On hand fills in for you: opening stock plus what you received, minus what you sold. Stock level turns to Reorder soon at the reorder point and to Out at zero, so there is nothing to update by hand.
Dashboard
Receiving checklist
Reorder rules
Monthly stock take
Low stock
| Product | Category | Unit cost | Price | Opening stock (units) | Reorder point (units) | Supplier |
|---|---|---|---|---|---|---|
| Amber Fig 8oz candle | $6.40 | $28 | 120 | 40 | Beeswax Brothers | |
| Cedar & Smoke 8oz candle | $6.90 | $28 | 96 | 40 | Beeswax Brothers | |
| Sea Salt Orchid 8oz candle | $6.10 | $28 | 30 | 40 | Beeswax Brothers | |
| Wild Sage travel tin | $3.20 | $16 | 150 | 60 | Glassworks North | |
| Lavender Honey travel tin | $3.40 | $16 | 0 | 60 | Glassworks North | |
| Holiday trio gift set | $14.50 | $64 | 22 | 25 | Beeswax Brothers | |
| Cotton wick pack, 50 count | $8 | $0 | 40 | 10 | Wick & Wonder Supply | |
| Amber glass jar, 8oz | $1.30 | $0 | 300 | 120 | Glassworks North |
Purchase orders
| Purchase | PO number | Status | Quantity | Cost each | Ordered | Expected |
|---|---|---|---|---|---|---|
| Amber Fig 8oz candle restock | — | Received | 60 | $7.90 | Sep 24, 2026 | Oct 3, 2026 |
| Cedar & Smoke 8oz candle restock | — | Received | 60 | $8.49 | Sep 24, 2026 | Oct 3, 2026 |
| Sea Salt Orchid 8oz candle restock | — | Ordered | 80 | $7.55 | Oct 13, 2026 | Oct 22, 2026 |
| Lavender Honey travel tin restock | — | Shipped | 200 | $4.36 | Oct 6, 2026 | Oct 16, 2026 |
| Soy wax flakes, 10 lb bag restock | — | Ordered | 12 | $49.91 | Oct 16, 2026 | Oct 25, 2026 |
| Amber glass jar, 8oz restock | — | Received | 500 | $1.88 | Sep 8, 2026 | Sep 29, 2026 |
| Holiday trio gift set restock | — | Ordered | 30 | $17.46 | Oct 17, 2026 | Oct 29, 2026 |
Sales orders
| Customer | Order number | Status | Quantity | Unit price | Ordered | Product |
|---|---|---|---|---|---|---|
| Hollis Maddox | — | Delivered | 8 | $28 | Oct 6, 2026 | Amber Fig 8oz candle |
| Priscilla Banda | — | Delivered | 6 | $28 | Oct 8, 2026 | Cedar & Smoke 8oz candle |
| Craft fair booth | — | Delivered | 24 | $16 | Oct 9, 2026 | Wild Sage travel tin |
| Lena Okafor-Wright | — | Delivered | 14 | $16 | Oct 10, 2026 | Lavender Honey travel tin |
| Corporate gifts, Adler Insurance | — | Shipped | 10 | $64 | Oct 15, 2026 | Holiday trio gift set |
| Dmitri Volkov | — | Packed | 5 | $28 | Oct 17, 2026 | Sea Salt Orchid 8oz candle |
| Rosalind Tran | — | New | 4 | $28 | Oct 18, 2026 | Amber Fig 8oz candle |
| Online order batch | — | New | 9 | $16 | Oct 18, 2026 | Wild Sage travel tin |
Suppliers
| Supplier | Contact | Phone | Lead time (days) | Rating | Payment terms | |
|---|---|---|---|---|---|---|
| Beeswax Brothers | Garrett Linde | garrett@beeswaxbrothers.net | (505) 555-0161 | 9 | Net 30 | |
| Glassworks North | Imelda Rossi | imelda@glassworksnorth.net | (505) 555-0162 | 21 | 50% upfront | |
| Wick & Wonder Supply | Tobias Eke | tobias@wickandwonder.net | (505) 555-0163 | 6 | Net 15 |
| Product | Category | Unit cost | Price | Opening stock (units) | Reorder point (units) | Supplier |
|---|---|---|---|---|---|---|
| Amber Fig 8oz candle | $6.40 | $28 | 120 | 40 | Beeswax Brothers | |
| Cedar & Smoke 8oz candle | $6.90 | $28 | 96 | 40 | Beeswax Brothers | |
| Sea Salt Orchid 8oz candle | $6.10 | $28 | 30 | 40 | Beeswax Brothers | |
| Wild Sage travel tin | $3.20 | $16 | 150 | 60 | Glassworks North | |
| Lavender Honey travel tin | $3.40 | $16 | 0 | 60 | Glassworks North | |
| Holiday trio gift set | $14.50 | $64 | 22 | 25 | Beeswax Brothers | |
| Cotton wick pack, 50 count | $8 | $0 | 40 | 10 | Wick & Wonder Supply | |
| Amber glass jar, 8oz | $1.30 | $0 | 300 | 120 | Glassworks North |
| Customer | Order number | Status | Quantity | Unit price | Ordered | Product |
|---|---|---|---|---|---|---|
| Hollis Maddox | — | Delivered | 8 | $28 | Oct 6, 2026 | Amber Fig 8oz candle |
| Priscilla Banda | — | Delivered | 6 | $28 | Oct 8, 2026 | Cedar & Smoke 8oz candle |
| Craft fair booth | — | Delivered | 24 | $16 | Oct 9, 2026 | Wild Sage travel tin |
| Lena Okafor-Wright | — | Delivered | 14 | $16 | Oct 10, 2026 | Lavender Honey travel tin |
| Corporate gifts, Adler Insurance | — | Shipped | 10 | $64 | Oct 15, 2026 | Holiday trio gift set |
| Dmitri Volkov | — | Packed | 5 | $28 | Oct 17, 2026 | Sea Salt Orchid 8oz candle |
| Rosalind Tran | — | New | 4 | $28 | Oct 18, 2026 | Amber Fig 8oz candle |
| Online order batch | — | New | 9 | $16 | Oct 18, 2026 | Wild Sage travel tin |
| Purchase | PO number | Status | Quantity | Cost each | Ordered | Expected |
|---|---|---|---|---|---|---|
| Amber Fig 8oz candle restock | — | Received | 60 | $7.90 | Sep 24, 2026 | Oct 3, 2026 |
| Cedar & Smoke 8oz candle restock | — | Received | 60 | $8.49 | Sep 24, 2026 | Oct 3, 2026 |
| Sea Salt Orchid 8oz candle restock | — | Ordered | 80 | $7.55 | Oct 13, 2026 | Oct 22, 2026 |
| Lavender Honey travel tin restock | — | Shipped | 200 | $4.36 | Oct 6, 2026 | Oct 16, 2026 |
| Soy wax flakes, 10 lb bag restock | — | Ordered | 12 | $49.91 | Oct 16, 2026 | Oct 25, 2026 |
| Amber glass jar, 8oz restock | — | Received | 500 | $1.88 | Sep 8, 2026 | Sep 29, 2026 |
| Holiday trio gift set restock | — | Ordered | 30 | $17.46 | Oct 17, 2026 | Oct 29, 2026 |
Orders on the way
| Purchase | PO number | Status | Quantity | Cost each | Ordered | Expected |
|---|---|---|---|---|---|---|
| Amber Fig 8oz candle restock | — | Received | 60 | $7.90 | Sep 24, 2026 | Oct 3, 2026 |
| Cedar & Smoke 8oz candle restock | — | Received | 60 | $8.49 | Sep 24, 2026 | Oct 3, 2026 |
| Sea Salt Orchid 8oz candle restock | — | Ordered | 80 | $7.55 | Oct 13, 2026 | Oct 22, 2026 |
| Lavender Honey travel tin restock | — | Shipped | 200 | $4.36 | Oct 6, 2026 | Oct 16, 2026 |
| Soy wax flakes, 10 lb bag restock | — | Ordered | 12 | $49.91 | Oct 16, 2026 | Oct 25, 2026 |
| Amber glass jar, 8oz restock | — | Received | 500 | $1.88 | Sep 8, 2026 | Sep 29, 2026 |
| Holiday trio gift set restock | — | Ordered | 30 | $17.46 | Oct 17, 2026 | Oct 29, 2026 |
Orders to ship
| Customer | Order number | Status | Quantity | Unit price | Ordered | Product |
|---|---|---|---|---|---|---|
| Hollis Maddox | — | Delivered | 8 | $28 | Oct 6, 2026 | Amber Fig 8oz candle |
| Priscilla Banda | — | Delivered | 6 | $28 | Oct 8, 2026 | Cedar & Smoke 8oz candle |
| Craft fair booth | — | Delivered | 24 | $16 | Oct 9, 2026 | Wild Sage travel tin |
| Lena Okafor-Wright | — | Delivered | 14 | $16 | Oct 10, 2026 | Lavender Honey travel tin |
| Corporate gifts, Adler Insurance | — | Shipped | 10 | $64 | Oct 15, 2026 | Holiday trio gift set |
| Dmitri Volkov | — | Packed | 5 | $28 | Oct 17, 2026 | Sea Salt Orchid 8oz candle |
| Rosalind Tran | — | New | 4 | $28 | Oct 18, 2026 | Amber Fig 8oz candle |
| Online order batch | — | New | 9 | $16 | Oct 18, 2026 | Wild Sage travel tin |
Match the delivery to the purchase order
Count and inspect every box
Mark the order Received and set the date
Update the product stock status
Note any shortage with the supplier
Reorder when stock reaches the reorder point.
Order enough to cover the supplier lead time plus two weeks.
Never let a best seller show Out for more than a day.
Quantities received and sold come from orders, so mark orders Received and Delivered promptly.
How the stock level is decided
Each product carries three numbers: opening stock, a reorder point and what has moved since. When on hand falls to the reorder point the product shows Reorder soon; at zero or below it shows Out. A negative figure means a sale was recorded before the delivery was marked Received, which is the first thing to check.
Choosing a reorder point
Multiply the units you sell per week by the supplier lead time in weeks, then add a cushion for a slow delivery. Review the number every quarter, because seasons change how fast things sell.
Count what is on the shelf and compare it with the numbers in each product.
Count finished candles and tins
Count raw supplies
Fix any differences with a note
Reset stock status for every product
Reconciling
If the shelf count differs from On hand, do not overwrite anything. Find the missing receipt or sale, enter it, and the figure corrects itself. If nothing explains the gap, change Opening stock by the difference and write the reason in the product notes.
What's inside
4 tables · 16 views · 1 form · 3 row actions · 1 agent5 pages
- Inventory Tracker
- Dashboard
- Receiving checklist
- Reorder rules
- Monthly stock take
4 tables
- Suppliers1 view · 3 sample rows
- Products3 views · 10 sample rows
- Purchase orders6 views · 7 sample rows
- Sales orders6 views · 8 sample rows
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