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Free Shopify Inventory Spreadsheet

Track Every Product — Free Shopify Inventory Template

Download our FREE Shopify inventory spreadsheet to track your raw materials, finished products, order costs, and COGS for your handmade Shopify business.

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Free inventory spreadsheet for Shopify makers

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Stop guessing what your Shopify products cost to make — and why you're still not profitable

Most makers who sell on Shopify know their sales numbers — but they don't know their real costs. You can see revenue in the Shopify dashboard, but Shopify doesn't tell you what it cost in raw materials to make what you sold. That's the number that matters, and it doesn't exist anywhere unless you track it yourself.

This free Shopify inventory spreadsheet helps you build that picture. Track raw materials and their costs, log what you manufacture from those materials, record orders, and calculate your COGS — the true cost of goods sold that you need at tax time and for setting prices that actually work.

Raw material tracking with landed unit costs
Manufacture logging to calculate per-unit COGS
Product inventory with stock status and inventory value
Order recording with revenue and manufacture cost
Year-end inventory valuation for tax reporting
Compatible with Excel, Numbers, and Google Sheets

Built for Shopify sellers who make their own products — jewellers, soapmakers, candlemakers, textile artists, food producers, and anyone creating handmade goods to sell online.

Track Raw Materials: Know exactly what you have in stock and what each material costs. See when you're running low before you run out mid-production run — not after a customer has already placed an order.
Calculate True Costs: Log what goes into each product and let the spreadsheet calculate your cost per unit. Know what you're actually making on each Shopify sale — not just what you're grossing.
Prepare for Tax Time: The Reports tab tallies total revenue, total material purchases, and total COGS for the year — exactly the numbers you need to file accurately as a product-based Shopify business.

Ready to get your Shopify inventory under control?

Download the free spreadsheet to start tracking what you make, what it costs, and what you sell — all in one place.

Download the free spreadsheet ↑

Excel, Numbers & Google Sheets compatible

How to Use the Shopify Inventory Spreadsheet

This spreadsheet is designed for makers who sell on Shopify and need to track inventory at the manufacturing level — not just listing quantities. It covers the full picture from raw materials through to finished goods, orders, and year-end reporting.

To get started, enter your email above and we'll send you a download link. Once downloaded and unzipped, open the file in Excel, Numbers, or upload it to Google Sheets.

Important note: Some columns are calculated automatically and should not be edited manually. These are typically marked with a light turquoise background.

Material Inventory

Your master list of everything you use to make your products. For each material, record a name, optional SKU, description, unit cost, tracking unit (e.g. "metres", "grams", "each"), and preferred vendor. Stock status and inventory value are calculated automatically.

On Hand Qty: How much of this material you currently have in stock. Update after each purchase and production run. Regular cycle counting keeps this accurate.
Unit Cost: What you paid per unit including shipping. This fully landed cost flows through to your manufacture cost calculations — so getting it right matters for pricing accuracy.
Starting Quantity: The amount on hand at the start of the year. Used for year-end inventory valuation — your start-of-year stock value feeds into your COGS calculation.
Tracking Unit: How you measure this material (e.g. "grams", "metres", "oz", "each"). Use the same unit you manufacture with so your batch cost calculations make sense.

Personal Use

This tab tracks materials you've withdrawn from business inventory for personal use — samples you've kept, products you've gifted, or test batches for your own use. Logging this ensures you're not claiming personal withdrawals as a business expense at tax time.

Date Removed: When you officially removed the material from inventory for personal use.
Quantity Used: How many units you removed. Total Cost is calculated automatically based on unit cost and quantity.

Purchases

Log every material purchase throughout the year. Create a separate row for each material in an order — if you bought thread, buttons, and interfacing from the same supplier, that's three rows. This gives you a full purchase history and accurate end-of-year inventory values.

Item Total Cost & Qty: What you paid for the item (excluding shipping and tax) and how many units you purchased. Landed unit cost is calculated from these values.
Shipping & Tax (proportional): Your share of shipping and tax for this item. Allocate proportionally by cost or weight. The landed unit cost (including these) is what flows into your manufacture cost calculations.

Manufactures

This is where you record each production run — every time you make a batch of products. Log the product name, the materials used (one row per material per production run), quantities consumed, and unit costs. Total material usage cost is calculated automatically.

Product Name & SKU: The product you're making. Using consistent SKUs makes it easy to match manufacture records to product inventory and Shopify listings.
Quantity Used: How much of each material went into this batch. Subtract this from your on-hand qty in the Material Inventory tab after each production run.

Product Inventory

Your finished goods list — products that are made and ready to sell on Shopify. Track each product's on-hand quantity, retail price, manufacture cost, and inventory value. Stock status and current inventory value are calculated automatically.

Manufacture Cost: The material cost to make one unit of this product. Reference your Manufactures tab to tally this. This is your COGS per unit — the number Shopify doesn't give you.
Current Inventory Value: Automatically calculated as on-hand quantity multiplied by manufacture cost. Useful for understanding the value of finished goods tied up in stock.

Orders

Record all Shopify sales here. For each order, log the products sold (one row per product), quantities, unit price, and unit manufacture cost. Grand total and total manufacture cost are calculated automatically. Create one row per product line — if a customer ordered three different products, that's three rows.

Order ID: Use your Shopify order number here. This makes it easy to cross-reference against your Shopify dashboard when reviewing revenue and COGS.
Unit Manufacture Cost: The cost to make one unit of the product sold. Pull this from your Product Inventory tab. This is your COGS per unit — the key number for profitability and tax reporting.

Reports

The Reports tab tallies your key financials for the year — total revenue, total material purchases, total COGS, and inventory valuations. Everything here is automatically calculated from the other tabs. Do not edit these numbers manually.

Total Revenue: Sum of all Shopify sales for the year, pulled from your Orders tab.
Total COGS: Total cost of goods sold — the manufacture cost of all products sold during the year. The key number for your Schedule C or business tax return.
Total Material Purchases: Sum of all raw material purchases, pulled from your Purchases tab. Helps you see where cash is going in your business.
Inventory Valuations: Start-of-year and end-of-year inventory values for materials and products. Required for accurate COGS calculation if you carry stock across calendar years.

What is a Shopify Inventory Spreadsheet?

A Shopify inventory spreadsheet is a structured document that helps handmade sellers track stock levels, material costs, and order history outside of the Shopify platform itself. Unlike Shopify's built-in quantity tracking — which only counts finished listing units — a proper inventory spreadsheet for makers tracks the full picture: raw materials, production runs, and cost of goods sold.

For makers who handcraft their products, inventory is a two-layer problem. You have raw materials (the inputs) and finished goods (the outputs). Shopify only sees the finished goods layer. To know what you're actually spending, what each product really costs, and whether you're making money, you need to track the raw materials layer too.

Why Shopify doesn't solve your inventory problem on its own

Shopify does a great job of managing listing quantities and processing orders. But it doesn't track raw materials, calculate manufacture costs, or give you a COGS number. When a customer buys a product, Shopify decrements your listing quantity by 1 — it has no idea that sale consumed 200g of clay, 30ml of glaze, and 45 minutes of your kiln's electricity.

That gap matters at tax time, when pricing new products, and when trying to figure out why your busiest month wasn't your most profitable. This spreadsheet gives you the data Shopify doesn't.

When a spreadsheet stops being enough

Spreadsheets are a solid starting point for Shopify makers who are just getting serious about tracking. But they have real limits as your business grows. Every Shopify order needs to be entered manually. Every material purchase is another row to add. If you're selling across both Shopify and another channel like Etsy, you're managing two sets of numbers that don't talk to each other.

The most common breaking point is reconciliation at tax time — makers who've been meaning to update the spreadsheet discover they have months of orders to catch up on, and the inventory numbers no longer match what's actually in their workshop.

Craftybase is built for exactly this moment. It automatically imports orders from Shopify each day, tracks your raw materials and manufacture costs using recipes, and generates the COGS and inventory reports you need for tax time without manual data entry. It's what most makers switch to once the spreadsheet starts costing more time than it saves.

If you're not there yet, the spreadsheet is a genuinely useful tool for getting your numbers in order. Download it, use it well, and when you're ready to stop entering data by hand — Craftybase connects directly to your Shopify store.

When you're ready for Shopify to talk to your inventory automatically…

Craftybase pulls your Shopify orders automatically, tracks raw material usage against your recipes, and generates COGS and tax reports without the manual data entry.

See how Craftybase works with Shopify Start a free trial

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Frequently Asked Questions

What does a Shopify inventory spreadsheet track?

A Shopify inventory spreadsheet for makers tracks raw materials (with unit costs and stock levels), finished product inventory (with manufacture costs and quantities on hand), material purchases, production runs, and orders with revenue and COGS. Unlike Shopify's built-in listing quantity tracking, it connects your materials layer to your product layer — so you know what each Shopify sale actually cost to produce.

Does Shopify track inventory for handmade sellers?

Shopify tracks listing quantities and order history well, but it doesn't track raw materials, manufacture costs, or cost of goods sold. For makers who produce their own products, Shopify only sees the finished goods layer — it has no concept of the raw materials that went into what you made or sold. You need a separate system, like this spreadsheet or Craftybase, to track the manufacturing layer and calculate real COGS.

How do I calculate COGS for my Shopify handmade business?

COGS for a handmade Shopify business equals the cost of raw materials consumed in producing the products you actually sold during the period. Use the spreadsheet to track what materials go into each product (Manufactures tab), set the manufacture cost per unit in Product Inventory, then log each Shopify sale in the Orders tab with that cost. The Reports tab totals your COGS automatically — the number you need for your tax return and for understanding true profitability per product.

What are the limits of using a spreadsheet to manage Shopify inventory?

The biggest limitation is that nothing syncs automatically — every Shopify sale, material purchase, and production run has to be entered by hand. As order volume grows, this becomes time-consuming and error-prone. Spreadsheets also don't handle product variants well, can't give you real-time stock alerts, and require a fresh file each year. Craftybase connects directly to Shopify and handles the data entry automatically, so your time goes into making — not updating rows.

Can I use this spreadsheet if I sell on both Shopify and Etsy?

Yes — the Orders tab can record sales from any channel, so you can log both Shopify and Etsy orders together. The challenge is that it's still all manual entry across two platforms, which doubles the data entry burden. If you're selling across Shopify and Etsy, Craftybase is worth looking at seriously — it connects to both channels simultaneously, automatically imports all orders, and keeps a unified inventory view across platforms without you touching a spreadsheet at all.