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Inventory Template for Excel: Free Inventory List (CSV)
Download the template, enter your items, done. For offices, workshops, clubs and schools, and as a home inventory list for insurance.
Download the inventory list template: a free CSV template (opens in Excel, Google Sheets, Numbers), no sign-up required. It also works in LibreOffice.
What is an inventory list?
An inventory list is a record of all the items a business, club or household owns, with details on where they are, what they cost and what condition they’re in. Typical entries are equipment, furniture, tools, IT hardware and vehicles: things you use for a long time.
It’s different from an inventory count sheet, which is used to count merchandise and supplies during an inventory count, for example at year-end. If you want to count stock, the guide Create an inventory count sheet is the right place to start.
What’s in the template?
The CSV file contains:
- A header row with all the columns you need for businesses, clubs, schools or practices
- Two sample rows (a laptop and a cordless drill) that you can simply overwrite
- Room for a home inventory, too: use “Location / Room” for the room and “Notes” for receipts and photos
Columns in the template
| Column | What for? |
|---|---|
| Asset No. | A unique number per item, e.g. INV-0001. Ideally also as a label on the item. |
| Item, Category | What is it, and which group does it belong to (IT, tools, furniture …)? |
| Location / Room | Where is the item kept? |
| Manufacturer, Model, Serial Number | Important for warranty, maintenance and police reports |
| Barcode / UPC / EAN | For fast capture by scanning |
| Quantity | For identical items, e.g. 12 chairs |
| Purchase Date, Purchase Price | Basis for depreciation and insurance |
| Condition | e.g. New, Good, Used, Needs repair, Broken, Retired |
| Assigned To, Notes | Who has the item? What should you know about it? |
How to create an inventory list in 5 steps
- Define areas: Go room by room: office, stockroom, workshop, vehicles. Each room is a value in the “Location / Room” column.
- Assign asset numbers: Assign sequential numbers and stick them on your items as barcode labels. You can create matching labels with the free barcode label generator, with automatic numbering too.
- Capture: Enter your items. It’s faster with your phone: with Scan2List: Inventory Scanner, you photograph several labels or product barcodes at once, the app reads all the codes, and you export the list as a CSV.
- Copy into the template: Open the CSV and copy the column with the codes into the “Asset No.” or “Barcode / UPC / EAN” column. Then add the item name, value and condition.
- Keep it current: Review the list at least once a year. Add new purchases right away, and set retired equipment to “Retired” instead of deleting it.
Home inventory list for insurance
After a burglary, fire or water damage, you have to show your insurer what you owned and what it was worth. A home inventory list with purchase dates, prices and photos makes that much easier. Here’s how:
- Go through every room and enter the more valuable items in the template.
- Photograph each room from several angles and valuable items individually, serial numbers included.
- Keep receipts digitally and note in the list whether you have one.
- Store the list and photos not only at home, but also in the cloud or with family. Otherwise they could be lost along with everything else.
- Update the list after bigger purchases and check whether your coverage amount still fits.
Moving right now? Your home inventory list pairs well with a box list; see Moving inventory list: track boxes and belongings with your phone.
Tips for a good inventory list
- One number per item: That’s the only way to identify items clearly, even when you have several identical ones.
- Always record serial numbers: They’re crucial for theft reports, warranty claims and repairs.
- Keep locations up to date: A list that doesn’t say where something is won’t help much day to day.
- Don’t delete anything: Mark retired items instead of deleting them, so you can always trace what happened to a piece of equipment.
- For clubs: You’ll find tips specifically for club gear in Club equipment inventory.
Frequently asked questions
What belongs in an inventory list?
At a minimum: a unique number, the description, the location, the quantity and the condition. For insurance and bookkeeping, add the purchase date, purchase price and serial number.
What’s the difference between an inventory list and an inventory count sheet?
An inventory list records long-term items such as equipment and furniture. An inventory count sheet is a counting list for merchandise and supplies during an inventory count, for example at year-end.
Is the template really free?
Yes. The CSV template is free and requires no sign-up. You can use it for personal and business purposes and adapt it to your needs.
Can I use the template in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets, or use File → Import in a new spreadsheet. It also opens in Excel and Apple Numbers.
How do I capture lots of items quickly?
Put barcode labels with asset numbers on your items and scan them with an app like Scan2List: Inventory Scanner. The app reads several codes in one photo and exports the list as a CSV that you paste into the template.
Step by step: Use case: inventory with your iPhone, with a free template and a picture for every step.