An inventory sheet is an overview of all products in your kitchen with current quantities and values. It helps you keep track of what you have, what you need and how much money is tied up in your inventory. Many kitchens work without an inventory sheet and lose money through spoilage or overordering.
What's on an inventory sheet?
A good inventory sheet contains at least this information per product:
- Product name - Clear and specific
- Unit - Kg, liter, pieces, cans
- Current inventory - What do you have right now?
- Purchase price per unit - Last known price
- Total value - Quantity × price
- Minimum level - When do you need to reorder?
- Supplier - Who do you order from?
💡 Example inventory sheet:
- Beef entrecote: 12 kg × €24.50 = €294.00
- Salmon fillet: 8 kg × €32.00 = €256.00
- Olive oil: 6 bottles × €8.50 = €51.00
- Onions: 25 kg × €1.20 = €30.00
Total inventory value: €631.00
Why an inventory sheet is crucial
Without an inventory sheet, you don't know how much money is tied up in your kitchen. Many business owners estimate their inventory at €3,000, while there's actually €8,000 worth of products. That's money that's stuck and not working for you.
- Prevent overordering - You only order what you need
- Less spoilage - You see what needs to be used quickly
- Better cash flow - Less money tied up in inventory
- No emergency orders - You know when to reorder
⚠️ Heads up:
An inventory sheet is only valuable if you keep it updated. A sheet from last month won't help you make decisions today.
Digital vs paper inventory sheet
Paper inventory sheets quickly become outdated and are hard to share with your team. Digital systems like KitchenNmbrs automatically calculate total value and can alert you to low stock levels.
- Paper: Cheap, but quickly outdated
- Excel: Flexible, but lots of manual work
- App: Automatic calculations and alerts
💡 Example savings:
Restaurant with €6,000 inventory value per week:
- 10% less overordering = €600/week savings
- 5% less spoilage = €300/week savings
Total: €46,800 per year
How often should you count inventory?
The frequency depends on your kitchen type and product turnover:
- Daily: Fresh products (fish, vegetables, dairy)
- Weekly: Meat, frozen, dry products
- Monthly: Canned goods, oils, spices
Start with a weekly count of your 20 most expensive products. That already gives you 80% of the insight for 20% of the time.
💡 Practical example:
Monday morning 9:00 - inventory count:
- Refrigerator: count fresh products (15 min)
- Freezer: inventory meat and fish (10 min)
- Dry storage: quick scan (5 min)
Total: 30 minutes for complete overview
How do you create an inventory sheet? (step by step)
Inventory all products
Walk through your entire kitchen and note everything you have in stock. Start with the refrigerator, then freezer, then dry storage. Note exact quantities and units.
Gather purchase prices
Look up your latest invoices from suppliers and note the price per unit. If you don't have an invoice, call your supplier for the current price. This is crucial for accurate valuation.
Calculate total value per product
Multiply the quantity by the purchase price per unit. Add up all products for your total inventory value. This amount is tied up in your kitchen and isn't working for your business.
Set minimum levels
Determine per product when you need to reorder. Calculate how much you use per week and account for your supplier's delivery time. This prevents you from running out.
Create an update routine
Schedule fixed times to update your inventory sheet. For example, every Monday morning or after each delivery. Without a routine, your sheet becomes useless.
✨ Pro tip
Start small: first create an inventory sheet of only your 10 most expensive ingredients. Once you have that routine down, expand gradually. Better a small sheet you maintain than a large one that becomes outdated.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
How often should I update my inventory sheet?
At least weekly for a good overview. Fresh products daily, shelf-stable products can be monthly. Start with weekly - that already gives you lots of insight without taking too much time.
Do I really need to count everything, even salt and pepper?
No, focus on your 20 most expensive products - that gives you 80% of your inventory value. Spices and small ingredients you can estimate or count monthly.
What if my supplier changes prices?
Update your purchase prices immediately with each invoice. Old prices give you a wrong picture of your actual inventory value and can distort your cost calculations.
How do I prevent products from expiring?
Work according to FIFO (first in, first out) and note expiration dates on your inventory sheet. Check weekly what needs to be used quickly and plan your menu accordingly.
Can my team also work in the inventory sheet?
Yes, but make clear agreements about who enters what and when. Too many people in one list can create chaos. Digital systems make collaboration easier.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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