How to Do a Bar Inventory Count (with Free Template)
By the HospitalityStack editors · written from hotel & resort F&B experience
What you need
A count sheet (download our free Bar Inventory Count Sheet, CSV or printable), last week's count, your invoices since then, and a POS sales report for the same period. Two people make it faster: one counts, one writes.
Step 1: Set the order
Count when the bar is closed: before open, or after close on the same day every week. Arrange the sheet in the order of your storage areas (back bar, speed rail, wine fridge, beer cooler, storage) and walk them in that order every time. That way no shelf gets skipped and the count takes the same time each week.
Step 2: Count full units, then partials
Write full, sealed units in one column. Estimate each open bottle in tenths (write 7 for 70% full); the template adds partial ÷ 10 to the full count. Be consistent about who estimates. For kegs, use the same method every week (weight or a keg gauge), and write down which method you used.
Step 3: Pars and orders
Set a par for each item: the amount you want on hand after a delivery. Order quantity = par − on hand, and the sheet works it out for you. Review pars every month or at a season change: pool and patio bars may need very different pars in summer.
Step 4: Value and usage
Enter the unit cost from your latest invoice; the sheet multiplies it out to inventory value. Usage for the week = last count + purchases − this count. Compare usage against what the POS says you sold. The gap is your variance: over-pouring, comps or spills not rung in, unrecorded transfers between outlets, or theft. Investigate the biggest dollar gaps first, not the biggest percentages.
When to move to software
If counting takes more than about an hour, you run several outlets, or you want POS-linked variance automatically, look at bar inventory apps. Backbar has a free plan for one location (paid plans from $79/mo billed yearly, checked Oct 2026). Also consider Partender, WISK, BevSpot and Sculpture Hospitality, which pairs software with on-site counting. See our bar inventory software guide and all free templates.