Bar Inventory Template

Bar Inventory Template

What Is Bar Inventory?

A Bar Inventory is a comprehensive list of all the beverages, snacks, and supplies a bar needs to function without interruption.

Alternate Names:

  • Bar Inventory Spreadsheet;
  • Bar Inventory Sheet;
  • Bar Inventory List.

Whether you are making your first steps in the business or you want to improve the bar management, proper analysis of what you have in stock and how many items are ordered and used will help you reduce the expenses - a good bar manager will know what beverages the clients can order daily so that your place does not disappoint your guests.

A Bar Inventory template can be downloaded below.


How to Do Bar Inventory?

Here are some tips for you if you are planning to conduct bar inventory:

  1. Figure out how many bottles and cans you have in place. You need to count the drinks you have behind the bar counter and in the storeroom. It is a good idea to categorize the beverages by their type, brand, and size. Do the same with the food and supplementary items the bar currently has.
  2. Draft a Bar Inventory List and make sure all the employees responsible for restocking the bar and keeping track of the items you need for its continuous operation are aware of its contents and possible updates to the document.
  3. Compare the information from the inventory with the invoices collected during the same period - if you notice a certain bottle is missing, this will give you an indication of where a bartender or supervisor has made a mistake.

How to Create a Bar Inventory Spreadsheet?

Follow these instructions to prepare a Bar Inventory Sheet:

  1. Consider making two versions of the document - a digital spreadsheet and a printed-out list. The former is supposed to be maintained by the manager in charge of daily or weekly inventory while the printed-out document will be useful for bartenders that notice a certain type of drink is about to run out - they will notify their supervisor about a potential issue.
  2. Draw a simple table. The rows will include the beverages, snacks, and supplies the bar cannot do without whether you need them to prepare cocktails or clean the place after hours. The columns describing the beverages will indicate the name of the drink, the size of the bottle, the number of open bottles, the number of full bottles, their total quantity, the cost of one item, and the total cost of identical bottles you offer. The same can be applied to beer and soft drinks.
  3. Do not forget to pay attention to supplies and accessories no bar can function without. Since these items do not require a more precise description, you may work on a separate spreadsheet for them. Include bartending kits, strainers, bottle openers, straws, glasses, serving trays, napkins, and coasters in the instrument, indicate their quantity, and amend the list if anything is broken or used.
  4. Once the inventory is done, date the document and write down your full name to confirm you have conducted the inventory and composed the list in question. Your manager will check your work and approve it by signing the papers. Keep a copy of the inventory in the internal records of the bar to see if there are any discrepancies in the future whether you opt for daily inventory or you keep tabs on the inventory every seven days or even less frequently.

How Much Inventory Should a Bar Carry?

Bar owners are reluctant to lower the amount of inventory they have because they believe a rare bottle of wine may be required for their business to bloom even if no one ever orders this drink due to its high price. However, there is a way to optimize the inventory - calculate your sales over the last month or six months and see that the inventory is around 10-20% of the number you get. For instance, a bar that earns around $50.000 should have about $5.000 - $10.000 of inventory at all times.

Think about the menu and the beverages and dishes your clients constantly order and the less popular drinks and snacks - you will be able to cut your expenses if you get rid of the latter which impacts the supplies you order and the inventory you have on hand. Rotate the beverages and get rid of the stock you do not require, plan for big celebrations and events by ordering more supplies, and make smarter choices when it comes to selecting alcoholic drinks your bar will serve. Additionally, you should find out how much waste the bar has whether a bartender makes an error or a guest breaks a glass and include the findings in your calculation of costs.

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