Who this is for: chefs, food and beverage managers, bar managers, and cost controllers at hotels and restaurants counting food, bar, and supply stock.
A food inventory sheet does two jobs: it tells you what to reorder, and it gives you the numbers for cost of goods. This template is a ready-to-use count sheet and spreadsheet you can run across the kitchen, bar, banquet, room service, and supplies, with par levels, unit cost, and a month-end cost of goods summary. Copy the sheet, set your pars, and count on a regular cadence.
What You Get
- A count sheet with par level, unit cost, total value, and reorder quantity
- Separate counts for the kitchen, the bar, banquet and room service, and supplies
- A month-end summary that calculates cost of goods and food and beverage cost percentage
- Counting rules that keep the numbers accurate period to period
- Downloadable PDF and Word files, plus a spreadsheet you can total automatically
How to Use the Count Sheet
Set up the columns once, then reuse the sheet every count. The spreadsheet version totals the value and flags items below par for you.
| Column | What to record |
|---|---|
| Item and category | The item, grouped as produce, protein, dairy, dry goods, liquor, wine, or beer |
| Storage location | Where it is stored, so counts follow shelf order |
| Unit | The counting unit: each, lb, kg, case, bottle, or keg |
| Par level | The minimum on-hand level that triggers a reorder |
| Quantity on hand | The counted quantity |
| Unit cost and total value | The unit cost multiplied by the quantity |
| Supplier and reorder quantity | The vendor and how much to order back to par |
Count by Area
Keep food, bar, and supplies on their own sheets or tabs, and walk each storage area in shelf order.
Restaurant Kitchen
Count the dry store, walk-in cooler, and freezer against par, tracking high-cost proteins and perishable produce closely and noting use-by dates. Log prepped items and record spoilage or waste against the count.
Bar and Beverage
Count the back bar and speed rail, weighing or tenthing open bottles, then count wine by the bottle and record keg levels on draft lines. Track premium spirits closely for shrinkage, and count mixers and garnish to par.
Banquet, Room Service and Minibar
Count banquet prep stock against upcoming events, track disposables and rented serviceware, and count the room service pantry. Count minibar stock by room type, restock to par, and reconcile restocks against posted guest charges.
Supplies and Non-Food
Count warewash detergent, sanitizer, and floor-care chemicals, then to-go containers, cups, napkins, gloves, and liners to par. Count glassware, china, and flatware, log breakage, and flag smallwares to replace.
Month-End Cost of Goods
- Opening stock: carry the prior period's closing value as this period's opening stock.
- Purchases: total all food and beverage received during the period.
- Closing stock: enter the counted closing value from the count sheets.
- Cost of goods sold: opening stock plus purchases minus closing stock.
- Cost percentage: divide cost of goods by outlet revenue, review variance and waste, and sign off the count.
Counting Rules That Keep the Numbers Honest
- Count in shelf order: walk each area the same way so nothing is missed.
- Use two people: one counts, one records.
- Count at the same time: always before open or after close, at the same point in the cycle.
- Set a cadence: count high-value and perishable items daily or weekly, and run a full count at month-end.
Common Mistakes to Avoid
- No par levels. Without a par, the sheet cannot tell you what to reorder.
- Counting at different times. A count before open one month and after close the next makes the variance meaningless.
- Ignoring open bottles. Weigh or tenth open spirits, or the bar count will always be off.
- Skipping waste and breakage. Unlogged spoilage and breakage show up as shrinkage you cannot explain.
- Mixing food, bar, and supplies on one sheet. Keep them separate so each outlet's cost is clear.
Stop Rebuilding the Numbers by Hand
A food inventory template tells you what you counted, but matching it against what actually sold usually means rekeying numbers from the point of sale into a spreadsheet. With roommaster, restaurant, bar, banquet, and room service charges tie to the guest folio and your reports, so you can compare what sold against what you counted and see food and beverage cost without rebuilding the numbers by hand. The sheet is where you count, and roommaster is where the cost picture comes together. See how it works on the roommaster platform.
Frequently Asked Questions
1. How do you take restaurant inventory?
Set a par level, unit, and storage location for every item, then count in shelf order at the same point in the cycle, ideally with one person counting and one recording. Enter the quantity on hand, multiply by unit cost for the value, and flag anything below par to reorder.
2. How do you calculate cost of goods sold?
Take your opening stock value, add purchases received in the period, and subtract the counted closing stock. The result is cost of goods sold. Divide it by the outlet's revenue to get your food or beverage cost percentage.
3. How often should you count food and bar inventory?
Count high-value and perishable items daily or weekly, and run a full count at month-end for the cost of goods calculation. The bar and high-cost proteins usually need the most frequent counts.
4. What is a par level?
A par level is the minimum quantity of an item you want on hand before you reorder. When the count falls below par, you order enough to bring it back up, which prevents both stockouts and overstocking.
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