Free Wine Inventory Template: Keep Bottles, Locations and Counts Clear

A useful wine inventory tells you what you own, how many bottles remain and where to find them. Start with those facts, then add enough history to make the next update easy. This free table can be filled before printing or downloaded as a CSV for Excel, Numbers or Google Sheets.

The downloadable columns are Rack, Position, Wine, Producer, Vintage, Qty, Drink from, Drink by, Cost and Note. Use the same definitions throughout; a tidy sheet with ambiguous quantities is still hard to trust.

Fill One Record Properly

Wine and Producer preserve the label identity. Vintage is the harvest year, not the purchase date. Qty counts bottles at the recorded location. Rack and Position describe the physical shelf or case, using coordinates you can repeat.

Cost should record purchase cost with a clear convention, such as price per bottle. Keep its currency explicit. The basic table uses Note for currency, bottle size, purchase source, condition and stock state; add separate columns in your spreadsheet if those details need regular filtering.

Drink from and Drink by are estimates for planning, not guarantees about condition. Leave them blank when unknown, or use the drinking-window checker and record any uncertainty.

A Filled Fictional Example

The following records describe five bottles in stock and one already consumed. The wines and prices are invented to demonstrate the format.

In the template, split the wine name and vintage into their own columns and put the producer in Producer. History is an archive label in this example, not an occupied storage location. The consumed record contributes zero to the current bottle count.

One Bottle or One Group per Row?

Use one row per physical bottle when individual position, condition or provenance matters. The two 2022 reds above are separate bottles, not an accidental duplicate.

A grouped row also works when identical bottles share a clear location. Six standard bottles in Offsite / Case03 can be one row with Qty 6. If two move to another place, reduce the original group to four and create a new row for two. The total remains six.

Never group different vintages or sizes merely because the names match. A magnum and a standard bottle are different stock records even when they contain the same wine.

Reconcile without Deleting History

When you open a bottle, reduce current stock and save the tasting elsewhere or mark a separate history record. When you move one, change both locations at the same time. When you buy more, check whether you are adding to a real group or creating a second copy of the same entry.

During an audit, count the shelf first, then compare the records. Resolve a mismatch with a note such as “one gifted, date uncertain” rather than silently rewriting the past. The rack planner helps make positions consistent; the cellar audit guide explains how to turn the corrected list into a serving plan.

Keep the File Portable

Save a dated original before changing columns or testing another system. CSV carries data, not all workbook formatting or formulas. Check separators, quoted notes, dates and numeric quantities after opening it elsewhere.

Documentation checked on 5 October 2026 shows why export views matter: CellarTracker’s individual-bottle export differs from aggregated wine rows, while InVintory distinguishes bottle and label exports. A file with every wine name is not necessarily a file with every bottle position or history entry.

If maintaining the sheet becomes the obstacle, use the app-versus-spreadsheet decision before changing tools, then the best wine cellar app comparison to shortlist one. Sommo’s Premium cellar adds bottle records, readiness and pairing, with CSV and Excel export available. When you are ready, import this sheet into Sommo on the web and check every row before confirming. Try Sommo with a journal entry first, while keeping your original inventory safely backed up.

A bottle leaving the cellar does not always mean you drank it. Use the gifted, sold and missing-bottle register to preserve the reason for each change and keep tasting statistics meaningful.