Free printable inventory count sheet
Print it. Count with it. No email required.
It has a column for the bin, a column for a recount, a column for initials — and no column telling the counter what the answer should be. QuickBooks has none of those, and its own worksheet prints the expected quantity beside the blank unless you know to turn it off.
The sheet
Press Ctrl + P. You'll get the sheet and nothing else.
The rest of this page won't print. Fill in the heading, take it to the rack, and use one sheet per bin or aisle rather than one long list — a sheet is easier to hand to a second person, and a missing one is obvious.
Site
Bin / aisle
Date
Counted by
Sheet ____ of ____
| Bin | Part number | Description |
Count | Recount | Initials |
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The one column that matters
There are no bins in QuickBooks, so there is no column for one.
Its Physical Inventory Worksheet gives you Product, Description, Category, Preferred vendor, Quantity on hand and a blank headed Physical Count. You can add SKU and remove the quantity — more on that below — but there is no bin column to add, because QuickBooks Online has no bin locations anywhere in the product.
Turn off Quantity on hand before you print it
The worksheet includes it by default, in the column immediately left of the blank. A counter who can see the answer writes the answer — not through dishonesty, but because it's a shelf of similar boxes at the end of a long day, the sheet says 25, you count 24 twice, and the sheet is probably right and you are probably tired. Customize → untick Quantity on hand. While you're there, tick SKU. Both take about thirty seconds and almost nobody does either.
So this sheet has no expected column
Count what is there. The comparison happens afterwards, on a screen, by somebody who can see both numbers at once and decide which to believe. Keeping those two jobs apart is most of what a good count is.
The bin is the one you can't customise in
QuickBooks has no bin locations at all, so there is no column to add. A part that lives in two places gets counted twice with no way to say where either figure came from — and its adjustment screen then refuses the same part twice outright: “Duplicate variant found.” The paper and the screen agree, all the way down.
This one has a recount column
Because the useful thing to know is not that a figure was wrong. It is whether the second person got the same answer as the first. A discrepancy that repeats is stock that has gone; one that doesn't is a counting mistake, and they are dealt with very differently.
More on what QuickBooks Online does and doesn't do →
Running it
Four things worth doing, learned the expensive way.
One sheet per bin or aisle
Not one long list. A sheet is a unit of work you can hand to a second person, and a bin that nobody counted is obvious when its sheet is missing from the pile.
Number the sheets before you hand them out
Sheet 4 of 11. A count fails far more often because a sheet went under a pallet than because somebody counted wrong, and you only find out when the totals are already in.
Initials on every sheet
Not to apportion blame. When a figure looks wrong three days later, the useful question is what that person was looking at — and the only way to ask is to know who it was.
Recount the discrepancies, not everything
Count once, compare, then recount only what disagrees. Recounting the whole warehouse to catch four wrong numbers is how a one-day count becomes a three-day count.
Being honest about it
This sheet is what you use when you don't have scanners.
We make counting software, so take this for what it's worth — but the sheet above is a real one and it is free, with no email to hand over first. For a hundred parts on a Saturday morning it is genuinely the right tool, and a scanner would be an expensive way to avoid a job that takes an hour.
It stops being the right tool at about the point where somebody has to type the numbers back in. Two hundred lines is an afternoon of typing and a handful of transcription errors that nobody will ever find. Two thousand across forty bins with six people counting is a week and a stack of paper, and the paper is not the slow part — the keyboard is.
That is the whole of it. The counting happens on scanners your people already know how to hold, the numbers arrive without being typed twice, and a part found in two bins adds up instead of arguing with itself.