Stock management Excel:
download the free template
Organise your stock management in Excel: theoretical stock, minimum stock and reorder points in one free template. Fill in the form and receive the file instantly.
Download the free stock management Excel template
Fill in your details and receive the file directly in your inbox. In Dutch, including sample data and formulas.
- Stock overview per product (name, SKU, unit)
- Automatic calculation of theoretical stock
- Minimum stock and reorder point per item
- Supplier info with lead times
- Low-stock alert row (automatic)
- Filled-in example included
Form not loading? Email us at info@deskflow.eu or call +32 3 290 34 80.
| Product | In stock | Theor. | Status |
|---|---|---|---|
| Product A | 42 | 32 | OK |
| Product B | 8 | 3 | Low |
| Product C | 2 | -1 | Order |
| Product D | 19 | 14 | OK |
| Product E | 5 | 1 | Low |
Stock management Excel:
this is how to start smart
A good stock management Excel template instantly gives you an overview of what you have, what's shipped, and what needs restocking soon. From the moment you sell products, that's essential: too little stock costs revenue, too much stock wrecks your cash flow. The goal is finding the balance between the two.
With this template, you can fill in your stock, track what's going out, and mark what's on its way. That way you don't need to remember anything, and everything stays in one place.
Theoretical stock: what it is and why it matters
Many businesses only look at what's physically sitting in their warehouse, but that's only part of the story. You also have deliveries still to arrive, orders already placed by customers, and items that are reserved.
This way you always know where you truly stand, even with multiple deliveries and orders running at once. The free Excel includes this calculation ready to use.
Minimum stock and reorder point:
never caught short again
The point where things often go wrong is that no one knows exactly when to reorder. That's why it helps to work with a minimum stock, a safety buffer and a reorder point.
- Minimum stock: the absolute minimum number of units you always want to have in stock as a buffer.
- Reorder point: the quantity at which you need to place a new order, taking lead time into account.
- Safety buffer: extra stock to absorb unexpected spikes in demand.
You don't need to overcomplicate these terms: it mainly comes down to reordering on time so you never run out. In the free Excel, you can fill this in per item, and warnings are shown automatically.
Download the free template with reorder pointsWhen is stock management in Excel
no longer enough?
Excel works perfectly for starters, but it has clear limits. Recognise one of these situations? Then chances are you're ready for the next step.
In Excel you risk overwritten data as soon as two colleagues work at the same time. In a growing team, that's unsustainable.
Online orders (WooCommerce, Shopify, Lightspeed...) don't automatically reduce your stock in Excel. Every update is manual work.
Once your stock needs to follow your entire order flow, from quote to delivery, Excel falls short.
Keeping a separate file per location and then consolidating them: that costs time and increases the chance of errors.
If you spend more time maintaining your Excel than selling, automation is the logical next step.
Customers expect instant delivery confirmations and accurate stock information. An Excel sheet can't offer that.
Excel versus Deskflow:
what's the difference?
Both options have their value. This overview helps you decide what fits your situation.
| Feature | Excel (template) | Deskflow |
|---|---|---|
| Stock management | Manual entry | Updated automatically |
| Theoretical stock | Formula, manual | Calculated in real time |
| Multiple users | Risk of conflicts | Real-time collaboration |
| Webshop integration | Not possible | WooCommerce, Shopify, Lightspeed, Mijnwebwinkel, Prestashop |
| Order tracking | Not possible | From quote to invoice |
| Purchase suggestions | Calculate manually | Automatically generated |
| Barcode scanner | Not possible | Fully supported |
| Peppol / e-facturatie | Not possible | 100% Peppol-ready |
| Multiple warehouses | Complicated | Included as standard |
| Cost | Free | Fixed monthly rate, transparent |
From Excel to Deskflow:
up and running in under a month
Deskflow imports your existing Excel data, connects your webshop and accounting, and gets your team collaborating in real time. No IT department, no months-long implementation project.
Existing product and stock data loaded in a few clicks from your Excel or CSV.
Every online order automatically reduces your stock. No more manual adjustments.
Our team guides you from day one. Most customers are fully up and running within a month.
Frequently asked questions
Everything about stock management with Excel and switching to Deskflow
Ready for more than Excel?
Put your stock on autopilot
Book a no-obligation consultation and discover how Deskflow simplifies your stock management. From Excel import to real-time webshop synchronisation.