Restaurant stock take template: free sheet and how to use it
By mise · Updated September 29, 2026
Quick answer: a stock take template needs opening stock, deliveries, closing stock and usage (opening + deliveries − closing) for every line, valued at cost. Take stock at the same time each week or month, before deliveries, and compare usage with what the till says you sold to find your real gross profit.
In the UK the weekly or monthly stock take is what turns the till report into a real gross profit figure. This template has the columns a pub, restaurant or café needs, with the usage formulas already in.
Download the template
Download the free stock take template (CSV — opens in Excel and Google Sheets)
One row per line, grouped by area: cellar, back bar, kitchen, fridges, dry store. Usage and usage value are formulas — fill in opening stock, deliveries, closing stock and cost price.
How the template works
| Column | Meaning |
|---|---|
| Opening stock | The closing figure from the previous stock take. |
| Deliveries | Everything received in the period, from the delivery notes and invoices. |
| Closing stock | What you physically count today, including part bottles and open kegs. |
| Usage | Opening + deliveries − closing: what left the shelf. |
| Usage value | Usage × cost price. Add it up to get your cost of sales. |
Running the stock take
- Pick a fixed time — Sunday after close or Monday before deliveries — and keep it.
- Get deliveries in the system first. A delivery note left in a drawer shows up as a "loss".
- Count by area, in shelf order. Two people: one counts, one writes (or scans).
- Measure part bottles. Tenths by eye, or better, weigh them. Kegs can be weighed too.
- Compare usage with sales. If the till says 80 pints of lager and the keg usage says 96, you have 16 pints of wastage, spillage or free pours to explain.
From stock take to GP
Cost of sales for the period is opening stock + purchases − closing stock. Gross profit (GP) percentage is (net sales − cost of sales) ÷ net sales. Most UK wet-led pubs aim for 60–70% GP on drinks and 65–70% on food; a restaurant usually runs food cost around 28–32%. See food cost percentage for the full formula.
Faster than a clipboard
An external stocktaker usually charges per visit. Doing it yourself with a phone is quicker than the clipboard: with mise you scan each bottle or pack, the mise AI finds the product and brings it back already named and categorised, and you only enter the quantity. Deliveries go in from a photo of the invoice, and usage and GP are worked out for you.
Point the camera and the product comes up complete: name, brand, category, size and photo — the mise AI finds it from the barcode or a photo. 7-day free trial, no card.
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Frequently asked questions
How often should a pub do a stock take?
Wet stock is usually checked weekly or every two weeks, with a full stock take monthly. Kitchens with high-value lines like meat and fish benefit from a weekly count.
What is a good GP for a restaurant?
Food GP of around 68–72% (food cost 28–32%) is typical for UK restaurants. Drinks in a pub usually run 60–70% GP, higher on spirits and soft drinks, lower on draught beer.
What is the difference between a stock take and stock control?
The stock take is the count itself. Stock control is the whole system around it: ordering to par, recording deliveries and waste, and comparing usage with sales.
Can I do a stock take on my phone?
Yes. With a scanning app you count by reading barcodes and typing quantities, and the report comes out in Excel without retyping.