Inside the file
- 01Blank Excel Workbook — The complete inventory and profit system, ready for your business data.
- 02Full Demo Excel Workbook — A working example populated with fictional business records.
- 03Start Here — Setup instructions, workflow overview, input guidance, and workbook limits.
- 04Dashboard — Revenue, contribution, operating profit, inventory value, purchase commitments, and reorder budget.
- 05Settings — Business details, reporting dates, currency, demand lookback, and slow-stock threshold.
- 06Inventory — Stock quantities, inventory value, sales demand, incoming stock, coverage, and stock-action indicators.
- 07Reorder Planner — Suggested order quantities, pack quantities, suppliers, and purchasing budgets.
- 08Product Profit — Revenue, refunds, product costs, selling costs, contribution, and margin by SKU.
- 09Monthly Summary — Monthly revenue, costs, returns, adjustments, expenses, and operating profit.
- 10Price Calculator — Break-even prices, target selling prices, and contribution-margin calculations.
- 11PO Print — A printable purchase-order form for a selected item line.
- 12Suppliers — Supplier contacts, payment terms, and notes.
- 13Products — SKUs, product details, storage locations, pack sizes, planning costs, prices, and replenishment settings.
- 14Purchase Orders — Ordered quantities, expected deliveries, partial receipts, outstanding units, and open commitments.
- 15Stock Lots — Opening inventory, received stock, landed costs, remaining quantities, and stock value.
- 16Sales — Sales by receipt lot, discounts, shipping income, fees, delivery costs, packaging, and contribution.
- 17Returns — Refunds, restocked quantities, recovered fees, return costs, and profit adjustments.
- 18Adjustments — Stock corrections for damage, shortages, found stock, and count differences.
- 19Expenses — Operating expenses, categories, descriptions, and recoverable-tax records.
- 20Stock Count — Physical counts, recorded quantities, variances, and adjustment references.
- 21Audit — Checks for duplicate IDs, incomplete records, negative stock, and reconciliation differences.
- 2210-Page Quick Start Guide — Setup, daily workflows, calculation explanations, reporting, backups, and maintenance.
- 23Goods Receiving Checklist — Printable form for checking deliveries against purchase orders.
- 24Landed Cost Allocation Worksheet — Printable form for allocating freight, duty, and other receipt costs.
- 25Weekly Sales Reconciliation — Printable form for checking sales quantities, revenue, discounts, and selling costs.
- 26Return Authorization Record — Printable form for documenting refunds, returned goods, and restocking.
- 27Physical Stock Count Sheet — Printable form for recording counts and investigating variances.
- 28Reorder Approval Worksheet — Printable form for reviewing replenishment quantities and purchasing budgets.
- 29Weekly Profit Review — Printable form for recording findings, actions, owners, and deadlines.
- 30Price Review Worksheet — Printable form for evaluating costs, target margins, and proposed prices.
- 31Purchaser License — Internal business usage rights and redistribution restrictions.
- 32Customer README — Getting-started instructions, included files, software requirements, and workbook limits.
Know What’s in Stock, What to Reorder, and What Your Products Really Earn
Revenue alone doesn’t tell you how well your product business is performing. Supplier costs, freight, selling fees, delivery, packaging, and refunds all affect what you earn—and stock sitting on your shelves ties up money.
Small Business Inventory & Profit OS brings these records together in one connected Excel spreadsheet system. Record your business activity, review your inventory and profitability, and make purchasing and pricing decisions with clearer numbers.
Track Stock and Its True Cost
Organize your products and suppliers, record opening inventory, and log each delivery as a separate stock lot. Include allocated freight, duty, and other landed costs to calculate what each unit actually costs.
Sales link to the receipt lot you select, so new purchase prices won’t change the costs of earlier lots. See your remaining stock quantities and inventory value at the reporting cutoff.
See Profit After Selling Costs
Record sales, discounts, shipping income, selling fees, delivery costs, and packaging. Review product contribution after these costs, then include operating expenses and inventory adjustments in your operating profit report.
The dashboard, product profitability report, and monthly summary help you identify which products contribute to your business and where costs reduce your margins.
Plan Reorders with More Context
Review stock on hand alongside outstanding purchase orders. Suggested replenishment quantities use your recorded sales demand, supplier lead times, safety stock, target stock coverage, minimum orders, and order multiples.
See estimated reorder budgets and open purchase commitments before placing your next order.
Handle Returns and Stock Corrections
Record refunds with or without physical restocking. Restockable returns use the original lot cost, while refunds without restocking retain the consumed product cost.
Use the stock-count worksheet to compare physical quantities with recorded stock, then post approved adjustments for damage, shortages, or found inventory.
Review Prices Before You Change Them
Use the unit price calculator to explore landed costs, packaging, delivery subsidies, selling fees, and your target contribution margin. Compare your proposed price with the calculated break-even and target prices.
What’s Included
- Blank Excel workbook: Your working inventory and profit system.
- Full Demo workbook: A fictional business example showing the connected workflows.
- 10-page Quick Start Guide: Setup instructions, calculation explanations, and maintenance guidance.
- 8-page Printable Forms Pack: Receiving, sales reconciliation, returns, stock counts, reorder approvals, profit reviews, and pricing worksheets.
- Customer README and license: Getting-started instructions and purchaser usage terms.
Built for Small Product Businesses
Suitable for small retailers, boutiques, resellers, online stores, and businesses managing finished goods in whole units. Handmade businesses can use it to track completed products.
The workbook includes 19 worksheets with prepared capacity for 100 products, 60 suppliers, 200 purchase-order lines, 300 stock lots, 1,000 sale lines, 150 returns, 150 adjustments, 300 expenses, and 100 stock-count lines.
Requirements and Scope
Designed for Microsoft Excel desktop 2019 or later, using one currency and one consolidated stock pool. Manual entry and receipt-lot selection are required. Prepared ranges do not automatically expand.
This product does not include POS or marketplace synchronization, automatic FIFO allocation, manufacturing recipe costing, multi-location transfers, or tax filing. Profit reports reflect the transactions and costs you enter.
One purchase gives your business ongoing internal use of the included version—with no recurring subscription fee for the workbook.
Good for
Small retailers, boutiques, resellers, online stores, and product businesses that want to manage inventory, track landed costs, understand profit after selling fees, and plan stock replenishment in Excel. Ideal for owners who are comfortable entering records manually and managing finished goods in whole units. Handmade sellers can use it to track completed products.
Common questions
What is Small Business Inventory & Profit OS?
An Excel spreadsheet system for managing products, stock, landed costs, sales, returns, purchase orders, expenses, and profitability. Its 19 worksheets connect your business records to inventory, replenishment, and profit reports.
Who is this spreadsheet for?
Small retailers, boutiques, resellers, online stores, and businesses selling finished goods in whole units. Handmade businesses can use it to track completed products, although it does not calculate manufacturing or recipe costs.
What files are included?
You receive a Blank Excel workbook, a full Demo workbook with fictional data, a 10-page Quick Start Guide, an 8-page printable Forms Pack, a customer README, and a purchaser license.
Is this a one-time purchase?
Yes. One purchase permits ongoing internal use of the included version by one purchasing business. The workbook has no recurring subscription fee. Compatible spreadsheet software is purchased or licensed separately.
Which spreadsheet software do I need?
The workbook is designed for Microsoft Excel desktop 2019 or later. Google Sheets, Apple Numbers, and Excel for the web have not been validated.
Can I use it on Windows or Mac?
Use a compatible desktop version of Microsoft Excel. The product has not been separately validated on both operating systems, so compatibility with your specific Excel installation should be confirmed before relying on it.
Can I use the workbook on a phone or tablet?
The system is designed for desktop use. Its detailed tables and multiple worksheets are best managed on a computer. Mobile spreadsheet applications have not been validated.
Do I need advanced Excel skills?
You should be comfortable entering data, selecting worksheet tabs, and using table filters. The formulas are prepared for you, and the guide explains setup and everyday workflows. Amber cells accept inputs; gray cells contain calculations.
How do I get started?
Explore the Demo workbook first. Then save a working copy of the Blank workbook, configure Settings, register your suppliers and products, and enter opening stock lots. Follow the guide to record purchases, sales, returns, and expenses.
How many products and transactions can I track?
The prepared workbook supports:
100 products
60 suppliers
200 purchase-order lines
300 stock lots
1,000 sale lines
150 return lines
150 stock adjustments
300 operating expenses
100 stock-count lines
These limits apply to the records held in one workbook, rather than resetting automatically each month or year.
Can I add unlimited rows?
No. Reports use the prepared ranges. Adding records outside those ranges does not automatically include them in calculations. Automatic expansion is not included.
Can I use my own currency?
Yes. Set your currency code in Settings and enter all monetary amounts in that currency. The workbook does not automatically convert foreign currencies.
Can I track product variations?
Yes. Give each sellable variation its own unique SKU. For example, different sizes or colors can be separate products, each using one product row.
Can I enter stock in cartons or packs?
Yes. Record the number of base units in each pack, then enter purchases, sales, returns, and adjustments in whole base units. For example, three cartons containing 12 items each should be recorded as 36 units.
Can I track fractional quantities?
The workbook is designed for whole base units. It is unsuitable for fractional raw-material quantities such as partial kilograms, liters, or meters.
How does landed cost work?
Each receipt lot combines the purchase price with allocated freight, duty or nonrecoverable tax, and other landed costs. The total is divided by the number of units received to calculate landed cost per unit.
What is a stock lot?
A stock lot is a group of units received at a particular cost. You create opening lots for existing stock and new receipt lots for deliveries. Each sale links to the lot you select.
Does the workbook automatically choose which stock lot to sell?
No. You select the receipt lot manually. If one order draws from several lots, split it into separate sale lines.
Does it calculate FIFO or moving-average inventory costing?
It uses the costs of the receipt lots you assign to sales. It does not automatically allocate stock using FIFO or calculate moving-average costs.
Will new supplier prices change earlier sales profits?
Creating a new receipt lot at a different cost will not change earlier lots or their linked sales. However, editing an existing lot’s cost will change calculations for every sale linked to that lot. Keep historical lot costs unchanged after posting sales.
Does it include marketplace and payment-processing fees?
Yes. Enter the selling fees charged on each sale line, along with shipping paid and packaging costs. These amounts reduce the calculated contribution from that sale.
Can I track sales from different channels?
Yes. The sales log includes Website, Marketplace, Retail, and Wholesale channel options. Entries are manual; the workbook does not synchronize with sales platforms.
How should I record an order with several products or lots?
Use a separate sale line for each receipt lot used. Allocate order-level discounts, fees, delivery, and packaging between those lines so the same cost is recorded only once.
Can I enter summarized sales instead of every individual order?
Yes. You can enter daily or weekly totals by lot and channel if you can reconcile the quantities, revenue, and costs to your source records. Use a unique reference for each summarized line. Any related return must link to the appropriate sale line.
How does the workbook calculate profit?
Sale contribution equals net revenue minus the selected lot’s product cost, selling fees, shipping paid, and packaging. Return activity adjusts contribution. Operating profit then adds signed inventory adjustments and subtracts recorded operating expenses.
Does operating profit include every possible business cost?
It includes the transactions and costs you enter in the supported workflows. It does not automatically include interest, depreciation, income taxes, owner draws, or unrecorded costs. It is a management report rather than a complete accounting statement.
Can I see profitability by product?
Yes. Product Profit shows sales revenue, refunds, net revenue, product costs, selling costs, return effects, contribution, and contribution margin by SKU. Operating overhead and stock adjustments are shown separately in the overall profit reports.
Can I track refunds without putting items back into stock?
Yes. Enter the refund with zero restocked units. Revenue decreases, while the original product cost remains consumed.
How are restockable returns handled?
A return links to the original sale line. Sellable units physically returned to stock go back into the original lot at its original unit cost. The return also records refunds, recovered fees, and additional return costs.
Can I track damaged, missing, or found stock?
Yes. Use signed stock adjustments: negative quantities remove stock, while positive quantities add stock. Each adjustment uses the selected lot’s unit cost.
Does entering a physical stock count automatically update inventory?
No. The Stock Count worksheet calculates the difference between recorded and physical quantities. You review the variance, post it once in Adjustments, and record the adjustment ID on the count row.
Can I track purchase orders and partial deliveries?
Yes. Purchase-order lines show ordered quantities, quantities received through the reporting cutoff, outstanding units, and estimated open commitments. Record each physical delivery as a receipt lot linked to the appropriate PO line.
Does the workbook tell me what to reorder?
It calculates suggested quantities using recorded sales demand, lead time, safety stock, target stock coverage, minimum order quantities, order multiples, and stock already on order. Review the suggestions against supplier availability and your business needs before purchasing.
Does it automatically order from suppliers?
No. You review the suggested quantities and budgets, then place orders yourself.
How are reorder budgets calculated?
Suggested quantities are multiplied by the planning unit cost entered in Products. Update that cost when planning purchases; the budget does not automatically retrieve current supplier prices or shipping charges.
Can it identify slow-moving stock?
Yes. Stock actions include slow-stock and no-sales indicators based on sales through the reporting cutoff and your configured slow-stock threshold. The workbook also displays stock coverage and replenishment information.
Does it include a pricing calculator?
Yes. The unit price calculator lets you explore landed cost, packaging, delivery subsidies, fixed fees, percentage selling fees, and a target contribution margin. It calculates break-even and target prices excluding tax.
Can I track multiple warehouses or shops?
The workbook uses one consolidated stock pool. You can record storage-location labels, but it does not manage location-level balances, transfers, or separate warehouse availability.
Can I use it for manufacturing or food production?
You can track finished products once they are ready for sale. Manufacturing bills of materials, ingredient usage, recipe costing, and production workflows are not included.
Does it handle sales tax or VAT?
It provides fields for tax collected, tax refunded, and recoverable tax on expenses. Revenue and cost calculations use amounts excluding recoverable tax. It does not determine tax rates, calculate tax liabilities, or prepare tax returns.
Does it replace accounting software or a POS?
No. It supports inventory management and business profitability review. It does not include a POS, full accounting ledger, payroll, accounts receivable, or cash-flow forecasting.
Does it connect to Shopify, Etsy, Amazon, or my website?
No automatic connections are included. Enter the relevant records manually, or prepare summarized entries from your platform reports.
Does it require macros?
No. The delivered workbooks contain no VBA macros or external workbook links.
Is my business data uploaded anywhere by the workbook?
No automatic upload or synchronization feature is included. Where the file is stored or shared depends on your device settings and any cloud-storage service you choose to use.
Are the formulas password protected?
No. The paid workbooks are editable. Keep an untouched original and regular backups, and paste values only into input columns to avoid overwriting formulas.
Can I share the workbook with my staff or accountant?
The license allows internal use by staff within the purchasing business. You may share completed reports and purchase-order outputs with your accountant, suppliers, or business advisers as needed. Redistribution of the paid templates outside the purchasing business is not permitted.
Can I resell or give away the templates?
No. The purchaser license does not permit resale, sublicensing, public distribution, or sharing the paid templates outside the purchasing business, including modified versions.
Can I preview the product before buying?
A separate limited public preview contains static sample results. The full working Demo workbook is included in the paid package. The public preview does not contain the operational entry sheets or working formula system.
Does the purchase include future updates?
The purchase includes the delivered version. Future major versions, custom development, and compatibility with unverified software are not promised.
What should I do when the workbook reaches capacity?
Archive your existing file and reconcile a new workbook using opening stock by remaining lot and cost. Account for pending returns and other outstanding records during the transition. Automatic rollover is not included.
Where can I find support and refund information?
Refer to the store’s product page, purchase receipt, and published support and refund policies for the terms that apply to your purchase.
