FREE · NO ACCOUNT NEEDED
Craft Fair Inventory Tracker & Stock Reconciliation
Count what you brought, sold, gifted and damaged, then compare the expected stock return with your actual count. Keep a record of your event and download the results.
Your event
Enter total booth, travel and other event costs. All amounts use the selected currency; changing it does not convert values.
Event results
Enter your quantities, unit prices and event costs, then calculate.
Save or download your work
Work stays in this page until you choose to save. Device saving uses this browser only and can be cleared by browser settings. Download a backup for records you want to keep.
Craft fair inventory tracker: complete guide
This free craft fair inventory tracker with PDF export helps makers reconcile stock after a craft market. It compares your expected return with the usable items you actually bring home, and creates an event sales report. Use one worksheet per event.
What you can do
- Track up to 200 product rows, including separate sizes, colors or SKUs.
- Record stock brought, units sold, gifts, damaged units and actual usable returns.
- Spot stock discrepancies and total sales less entered event costs.
- Choose USD, GBP, CAD, AUD, EUR, NZD or AED labels.
- Save in this browser, transfer an editable JSON backup, download CSV or print a craft show inventory report.
How to track inventory before, during and after a craft fair
- Before the event: enter the event name and date, choose your currency and add a row for each product variant. Count the units you bring. Add anticipated booth, travel and other event costs, then update these to actual costs later.
- During the event: keep a sales tally and note gifts and damaged units separately. Enter the actual average price per sold unit; use separate rows if different prices make your records easier to check.
- After the event: count usable returned stock independently of your sales tally. Enter the totals and choose Calculate results.
- Review and keep a copy: investigate nonzero differences, correct confirmed entry mistakes, recalculate and save or export the report.
For ongoing records, learn how to connect sales and inventory tracking for a small business. Your event worksheet does not automatically update a stock ledger.
| Field | Meaning |
|---|---|
| Item | A recognizable product name or SKU; use separate rows for variants. |
| Brought | All units taken to the event. |
| Sold | Units sold, excluding gifts. |
| Gifted / damaged | Units given away or removed from usable stock; count each unit once. |
| Actual return | Usable units counted after the event, excluding damaged units. |
| Unit price | Actual average selling price for the sold units, in the selected currency. |
Quantities must be nonnegative whole numbers. Sold, gifted and damaged units together cannot exceed stock brought. Prices and event costs must be nonnegative. The tracker highlights invalid entries before exporting results.
Stock reconciliation formulas and a worked example
Expected return = brought − sold − gifted − damaged.
Difference = actual return − expected return.
Item sales = sold × unit price.
Sales less event costs = total item sales − entered event costs.
A fictional maker brings 20 mugs, sells 8, gifts 1 and records 1 damaged mug. Expected return is 20 − 8 − 1 − 1 = 10. An actual return of 10 gives a difference of zero. At USD 15 per sold mug, sales are USD 120. With USD 40 in event costs, sales less event costs are USD 80.
If only 9 usable mugs return, the difference is −1: one fewer than expected. If 11 return, it is +1. Recheck counts, sales and gift records; a discrepancy alone does not identify its cause.
Sales less event costs is not net profit. Product production costs, inventory cost, taxes and unentered fees are excluded. Currency selection changes the label only; it does not convert amounts. Check all entries use the same currency.
Check product differences even when total returned stock matches
A fictional maker brings two mug variants to one event. Both sell at $15 per unit. Count usable returns separately before entering them; copying the expected quantity would hide discrepancies.
| Variant | Brought | Sold | Gifted | Damaged | Expected return | Actual return | Difference |
|---|---|---|---|---|---|---|---|
| Blue mug | 20 | 8 | 1 | 1 | 10 | 9 | −1 |
| White mug | 15 | 5 | 0 | 0 | 10 | 11 | +1 |
The expected and actual totals both equal 20 units, so the overall stock difference is zero. Two product rows still have discrepancies. Opposing differences can cancel in the summary; they do not prove that each variant is reconciled.
Thirteen sold mugs produce $195 in sales. With $55 in entered event costs, sales less event costs are $140. Production costs and unentered expenses remain excluded, so this is not net profit.
- Check the physical count by SKU or variant, including boxes and display stock.
- Compare sales tallies with gift and damaged-item records. A difference does not establish theft or any other cause.
- Correct only confirmed entry errors, recalculate and retain a dated event backup. Keep unresolved differences visible for follow-up.
- Update your ongoing stock records separately before planning the next event or order.
The product-variant inventory spreadsheet workflow helps keep sizes and colors distinct. When replenishing, use the supplier quote comparison worksheet for a common order quantity; this event report does not place an order or recommend how much to buy.
Save your worksheet or download a report
- Save on this device: explicitly saves the worksheet in this browser. After a reload, choose Restore device save. Browser clearing or private browsing can remove it, so keep a backup.
- Download backup: creates an editable JSON file. On another device, choose Import backup, review the preview and confirm replacement. Import does not update your device save until you press Save.
- Download CSV: keeps tabular results for spreadsheet review. CSV is not an editable backup that this tracker can import.
- Print / Save PDF: calculate valid results, press the button and select Save as PDF in the browser print dialog. The printable craft show inventory report includes results, formulas and cost exclusions.
Use Add item for more rows and the row removal button to remove an item. Load fictional example replaces your current worksheet after confirmation. Clear data removes the current worksheet and device save after confirmation; download a backup first if you need to retain it.
Frequently asked questions
Is the craft fair inventory tracker free?
Yes. Calculations, device saving, JSON backup, CSV downloads and printing are free with no account required.
Can I use it on a phone?
Yes. Input fields adapt to smaller screens. Swipe the results table horizontally to read all columns, then use your browser's print options if PDF saving is supported.
Does my worksheet sync between devices?
No. Device saves belong to the same browser. Download a JSON backup and import it on another device to continue editing.
Can I track different prices or product variants?
Yes. Add separate rows for sizes, colors or price groups, or enter the actual average selling price for a row. The tracker multiplies that price by units sold.
Can this replace my complete inventory system?
It covers an individual event. It does not track supplier orders, manufacturing costs or ongoing stock movements. Read the Inventory & Procurement Planner guide for a wider workflow.
Before you save your plan
- Review every item with a stock difference; opposing differences can cancel in the overall total.
- Keep event sales less event costs separate from net profit, and retain one backup per event.
Related inventory resources
- Organize a boutique inventory spreadsheet to keep product variants and stock records consistent.
- Understand inventory software without a subscription when comparing longer-term options.
- Browse available free business planners for other worksheets as they are released.
- Boutique Inventory Spreadsheet: Track Sizes, Colors and Stock.
- Browse the free inventory & procurement planners to compare these workflows.
CONTINUE YOUR INVENTORY WORKFLOW
Keep stock and purchasing records beyond one event
Explore the Inventory & Procurement Planner for longer-term stock and purchasing records. Read its guide to see whether it fits your workflow. This free tracker remains available without a purchase; its JSON backup is not an import file for the paid planner.
Compare quotes for your next order
Use the free Supplier Quote Comparison to review landed costs and your own delivery scores for a common quantity.
Farmers market vendor example: stock, spoilage and selling costs
This is an individual stall workflow, not a plan for operating an entire farmers market. In a fictional produce example, bring 100 packs, sell 70, give away 5, record 10 spoiled packs in the damaged/unusable field and count 15 usable returns: 100 − 70 − 5 − 10 = 15. At $6 average price, sales are $420. Enter $40 stall fees, $30 travel and $10 packaging as $80 event costs, giving $340 sales less entered event costs. This remainder is not profit: the crop/product cost and selling labor must be considered separately.
Write down selling and travel hours beside the event report. The University of Maryland farmers-market cost example is a reference for considering the wider cost scope; the figures here are original illustrations. Preserve a separate row when a different pack size or sale price needs its own stock tally.