This Sheetgo template helps you manage inventory levels, track expiry dates, and prevent stockouts. It centralizes all stock data in one spreadsheet and automates alerts and dashboards so you always know what’s available, what’s running low, and what’s close to expiry.

How the Workflow is Structured

The workflow has:

Register item form – Add new items to your inventory, including SKU, name, category, and expiry date.
Check-in form – Record when new stock arrives, including quantity and expiry date.
Check-out form – Record when stock leaves inventory, such as sales or usage.
Inventory management spreadsheet – Stores all data in 3 structured tabs, used to track stock balances and expiry dates.
Print labels sheet – Generates barcode labels for registered items.
Dashboard – Provides real-time visibility into stock levels, expiry warnings, and trends.
Automated email alerts –
- Low stock alert – Notifies you when stock levels drop below a set threshold.
- Expiry warning alert – Notifies you when items are nearing their expiry date.

Steps to use the template

Step 1: Install the Template

Install the template from this link: Inventory with expiry date tracking
Once installed, the workflow will open in your Sheetgo workspace at app.sheetgo.com.
You’ll see helpful notes in the right-side panel of your workflow.

👉 Before starting, delete the sample data in the spreadsheet tabs (but keep the headers and formulas).

Step 2: Share your workflow and forms

Share the Register item form with team members responsible for adding new products.
Share the Check-in form with staff who record incoming stock.
Share the Check-out form with staff who record stock usage or outgoing items.

New entries will automatically appear in the corresponding tabs of the Inventory management spreadsheet.

Step 3: Register your items

Register item form

Stock keeping unit (SKU) – Enter a unique SKU for the item.
Status – If “SKU exists,” the item is already registered. If not, enter the SKU and fill in details.
Item name – Name of the item.
Unit of measurement – How the item is measured (pcs, kg, liters, etc.).
Days before expiry to notify – Number of days before expiry to trigger an alert.
Cost price – (Optional) Enter the item’s cost price.

All responses are saved in the Items tab of the spreadsheet.

👉 In short: Use this form to register new items. If the SKU already exists, no need to register again.

Step 4: Check-in Items

Check-in item form

Stock keeping unit (SKU) – Enter the SKU of the item.
Status – “Item registered” means you can proceed; blank means you must register the item first.
Item name – Auto-fills if SKU exists. Enter manually if new.
Unit of measurement – Specify measurement unit (pcs, lb, etc.).
Expiry date – Select the expiry date of the product.
Quantity – Enter how many units are being checked in.
Remarks – (Optional) Add comments.

All responses are saved in the Check-in tab of the spreadsheet.

👉 In short: Use this form to add stock. If the SKU exists, just enter expiry date and quantity.

Step 5: Check-out Items

Check-out item form

Stock keeping unit (SKU) – Enter the SKU of the item.
Status – “Item registered” means you can proceed; blank means you must register the item first.
Item name – Auto-fills if SKU exists.
Unit of measurement – Specify measurement unit (pcs, kg, etc.).
Quantity – Enter how many units are being checked out.
Remarks – (Optional) Add comments.

All responses are saved in the Check-out tab of the spreadsheet.

👉 In short: Use this form to record items leaving inventory.

Step 6: Update your connections

Open the workflow and click Run all automations.

Step 7: Print labels

Use the Print labels sheet connected to your workflow to generate barcode or QR code labels for your items. This makes tracking and scanning easier.

Open the Print labels spreadsheet from your workflow.
When opening for the first time, you may see a yellow warning asking for permissions.
- Click Allow access to enable the formulas that generate barcodes or QR codes.
Go to the Print option tab:
- In Column I, select the item from the dropdown list.
- In Column J, enter the quantity of labels you want to generate.
- Once selected, the SKU and Expiry date will automatically appear in Columns G and H.
View print labels (Don't edit):
- Go to the "View print labels" tab.
- Here, all SKUs with their corresponding barcodes will be displayed, based on your selections in the "Print option" tab.
- 👀 Preview your barcode labels
- 📝 To align the labels on your print paper:
- ↕️ Adjust row heights
- ↔️Adjust column widths

👉 Do not edit the formulas in these tabs. Only use the dropdowns and input fields as described above.

Step 8: Inventory management spreadsheet

All data from the forms is stored in this spreadsheet.

Items
- Stores all responses from the Register item Form.
Check-in
- Stores all responses from the Check-in Form.
Check-out
- Stores all responses from the Check-out Form.
Customisation
- Column A (Dropdown values): Unit options (e.g., nos, pcs, kgs, gms, etc.) used in the forms. You can update these values as needed to match the units you use in your business.
- Column C (Email for sending low stock report): Enter the email address that should receive the low stock alert.
- Column E (BCC recipients for low stock report email): Add any additional recipients in BCC for the low stock report.
- Column G (Email for sending advance warning): Enter the email address that should receive expiry date warning notifications.
- Column I (BCC recipients for advance warning report email): Add any additional recipients in BCC for expiry warnings.