Free cellar inventory template for wineries

Count the wine you have, compare it with your records and investigate the difference. This free Excel workbook gives your team a consistent starting point for a cellar, tasting room or finished-goods stock count.

Download the free cellar inventory template (.xlsx)

No email address required. The workbook includes a blank stock-count sheet and a worked example. Keep an untouched copy and create a new file for each count.

What to record

Use one row for each wine and storage location. Record the product or SKU, vintage, lot where applicable, location, bottles per case, your expected quantity and the physical count. Use the same unit when comparing the two quantities. Separate full cases from loose bottles so they are not counted twice.

Run a reliable stock count

  1. Set the count time. Finish or pause transfers, receipts and sales while you count, or record movements separately against an agreed cutoff.
  2. Prepare the locations. List the cellar, tasting room, off-site warehouse and any event stock. Keep damaged bottles, samples and stock on hold clearly identified.
  3. Count each location once. Work through shelves and pallets in a fixed order. Record the counter and date, and use the workbook’s case-pack and bottle quantities consistently.
  4. Review differences. Recount material variances and check for unposted transfers, breakages, tasting samples, club picks and wholesale shipments.
  5. Approve adjustments. Keep the original count, recount and explanation with the person who approved the correction. Update your operating inventory only after that review.

What this worksheet is designed for

Use it as a practical count and reconciliation aid for packaged wine. It is not a live inventory system or a replacement for production, tax or liquor-board records. Track wine in tanks and barrels using appropriate volume records, separately from finished bottles and cases.

When the spreadsheet starts creating extra work

If tasting room, online, wine club and wholesale sales each change stock in a different place, a count sheet becomes difficult to keep current. QUALO inventory management connects those sales channels to shared stock, with locations, transfers and counts. Explore winery software or book a demo using your own workflows.

Share this resource

Winery associations, consultants and educators are welcome to link to this page as a free stock-count resource. Link here so your readers can find the current download and instructions.