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Free Wholesale Inventory Management (Excel, KES): stock, warehouses and low-stock alerts

For a wholesaler, money sits in stock, and stock that runs dry or goes stale both cost you. This free inventory manager keeps the count straight: list each product once with a reorder level, log every delivery and every sale or transfer with its warehouse, and the current stock, its value at cost and at retail, and a red LOW or OUT flag are worked out for every line.

Choose free basic or KES 500 premium · opens in Excel or Google Sheets
Prefer Google Sheets? You don't need Microsoft Excel →
  1. Download the file above.
  2. Open Google Drive, then New → File upload and choose the file.
  3. Right-click it in Drive → Open with → Google Sheets. It becomes a fully editable Google Sheet — every formula and tab intact — and works on your phone too.

The .xlsx format opens free in Google Sheets, LibreOffice, or Excel for the web — no paid software required.

What's inside

  • One catalog row per product with a reorder level and a warehouse view
  • Stock in and out logged by date and warehouse
  • Current stock and stock value at cost and at retail, worked out per line
  • Amber LOW and red OUT alerts at the reorder point
  • KES throughout; only the yellow cells accept typing
  • Works in Excel, WPS or Google Sheets, on a phone too

The tabs

  • Start Here (guide)
  • Products
  • Movements
  • Warehouse Stock
  • Summary

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

Basic vs Premium

The free version does the job. The premium does more of it.

The free basic workbook above is a complete, formula-driven template you can use forever. The premium upgrade adds the extras that turn record-keeping into a management tool.

Basic — Free

  • The core sheets and formulas, in KES
  • Works in Excel or Google Sheets, on your phone
  • Yours to keep, no sign-up

Premium — KES 500

  • A dashboard of stock value by category and by warehouse, drawn as bars
  • A low-stock list that ranks the items to reorder first
  • A printable A4 stock report with an automatic alert line
  • Kiswahili labels alongside English (Bidhaa, Salio, Ghala)
Get Premium — KES 500 · Excel (.xlsx) ↓Pay once via M-Pesa (Kenya) · yours to keep · opens in Excel or Google Sheets

On Products, list each line once: SKU, name, category, unit, opening stock, reorder level, and your buying and selling price in KES. On Movements, record each In and each Out with the date, the product, the quantity and which warehouse. Current stock is opening plus in minus out, and Warehouse Stock shows how many units of each product sit in each store.

A status column turns amber at your reorder level and red when a line hits zero, so you reorder before a customer walks. Yellow cells are your only inputs and every other cell is a locked formula, so the maths cannot break. The premium version adds a dashboard of stock value by category and warehouse, a category analysis and a printable A4 stock report. Opens in Excel, WPS or Google Sheets.

Do it online instead

Track stock and sales automatically with Biashara Yangu

Open the free tool →

Custom work

Need a template made just for you?

Can't find the exact workbook, or want one branded and built around how your business actually runs? We build custom Excel & Google Sheets — bespoke financial models, dashboards, sector trackers, data clean-up and automation. Need it in English or Kiswahili, or another language? Just ask. Tell us what you need and we'll quote.

Request a custom template or Excel service →Email info@leadafrik.com

Frequently asked questions

Is the basic version free?

Yes. The basic inventory manager is free to download and keep. The premium upgrade, with a dashboard, a category analysis and a printable stock report, is an optional KES 500.

Does it handle more than one warehouse?

Yes. Tag each movement with its warehouse (Main Store, Shop or Godown, or rename them) and the Warehouse Stock tab shows how many units of each product sit in each one, always adding back to your overall stock.

How does the low-stock alert work?

Each product has a reorder level you set. When current stock falls to or below it the row turns amber (LOW), and when it hits zero it turns red (OUT), so you reorder in good time.

Tools & templates you may need

Stock Reorder Calculator →Purchase Order Tracker →Supplier Management System →Sales & Invoicing System →Customer Credit Tracker →Daily Cash Flow Tracker →Business Profit Dashboard →Delivery & Dispatch Log →VAT & Tax Tracker →Biashara Yangu — free shop-books app →All templates →

Available in English, with Kiswahili labels in the premium version. Need it in another language, or a custom build? Email info@leadafrik.com.