Free watch inventory spreadsheet template
A dealer-ready spreadsheet — brand to box & papers, with net P&L and days-held formulas pre-filled. Download the Excel or CSV version free, no email required.
Free download — no signup, no email. The .xlsx has two tabs (Inventory and Sold) and opens in Excel and Google Sheets; the .csv is a single flat sheet for any other tool.
The profit formula assumes Purchase Cost, Fees & Expenses, Asking Price and Sell Price use the listed Purchase Currency. Convert cross-currency deals before entering them; the spreadsheet does not apply exchange rates.
| Brand | Model | Reference Number | Serial | Condition | Has Box | Has Papers | Purchase Date | Purchase Cost | Purchase Currency | Fees & Expenses | Asking Price | Sell Price | Sell Date | Net P&L | Days Held | Status | Location | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Rolex | Submariner Date | 126610LN | 7YD84K2X | Very good | Yes | Yes | 2026-05-14 | 11,200 | EUR | 150 | 12,750 | — | — | — | auto | In stock | Safe — tray A | Warranty card dated 2023-11 |
| Rolex | Datejust 41 | 126334 | 3XF09PL2 | Excellent | Yes | Yes | 2026-02-10 | 9,300 | EUR | 340 | 10,450 | 10,250 | 2026-04-03 | 610 | 52 | Sold | — | Sold on Chrono24 |
What to track and why each column matters
Most inventory templates are built for widgets, not watches. This one tracks what actually moves the price and the paperwork of a watch deal:
- Identity — Brand, Model, Reference Number, Serial. The reference is how the market prices a watch; the serial is how you prove which one you sold.
- Condition & documentation — Condition, Has Box, Has Papers. Full-set status can swing resale value significantly, so record each part at purchase, not from memory at sale.
- Money — Purchase Cost, Purchase Currency, Fees & Expenses, Asking Price, Sell Price. Profit is only real after commissions, shipping and service costs come out.
- Time & logistics — Purchase Date, Sell Date, Status, Location, Notes. Slow-moving stock ties up capital; Days Held makes that visible per watch.
How the formulas work
Net P&L = Sell Price − Purchase Cost − Fees & Expenses. It stays blank until you enter a sell price, so unsold stock never pollutes your profit column. Days Held counts up from the purchase date automatically (using TODAY()) and freezes at the final holding period once you enter a sell date. Both formulas are pre-filled down 60 rows on both tabs — just add rows and copy them down when you need more.
Use one currency per row
The P&L formula subtracts the money columns directly, so Purchase Cost, Fees & Expenses, Asking Price and Sell Price must all use the listed Purchase Currency. Convert cross-currency deals first; the spreadsheet has no exchange-rate history. Kigu's transaction workflow handles cross-currency reporting with stored rates when you outgrow the sheet.
The workbook keeps a separate Sold tab, the same convention long-time collectors recommend on WatchUSeek — your active inventory stays clean while the sold sheet becomes your realized-P&L history. The spreadsheet doesn't estimate marketplace commissions per platform; for that, use the Chrono24 fee calculator.
When a spreadsheet stops being enough
A sheet like this is genuinely the right tool for your first watches. But spreadsheets start to strain at around 20+ active listings, per CoListable's guide to selling watches online — photos live elsewhere, multi-currency buys need manual conversion, and two people editing at once ends badly. If you're flipping at that volume, the watch margin calculator helps with per-deal numbers, and the watch flippers page shows what tracking looks like past the spreadsheet stage.
Outgrown the sheet? Import the CSV into Kigu: the core watch, condition, box-and-papers, buy/sell, currency, status and notes columns map automatically. Fees & Expenses must be added to the imported transactions in Kigu; Asking Price, Location and the formula outputs remain spreadsheet-only. The Free plan is $0 forever for up to 50 items. This is a one-time import, not a live sync.
How to track watch inventory in a spreadsheet
Set up a watch inventory spreadsheet with profit and holding-period tracking.
Download the template
Grab the .xlsx for Excel or Google Sheets, or the flat .csv. Free, no signup.
Fill in the columns
Log each watch's brand, model, reference number, serial, condition, box and papers separately, purchase date, cost and fees.
Let the formulas work
Net P&L and Days Held calculate automatically — enter a sell price and date, then move the row to the Sold tab.
Switch to software when it strains
Past roughly 20 active listings, import the sheet into inventory software via CSV instead of fighting the spreadsheet.
Frequently asked questions
Is the template really free? Do I need to enter my email?
Yes, truly free — the download links are direct. No signup, no email gate, no watermarks.
Does it work in Google Sheets or just Excel?
Both. The .xlsx opens natively in Excel and imports cleanly into Google Sheets (File → Import, or upload it to Drive). The .csv works anywhere, including Numbers and LibreOffice.
Does the spreadsheet track profit?
Yes. The Net P&L formula computes sell price minus purchase cost minus fees & expenses per watch, and Days Held shows how long capital was tied up. It doesn't estimate per-platform marketplace commissions — use the Chrono24 fee calculator for that.
What happens when I outgrow the spreadsheet?
Import the CSV into Kigu: core watch and buy/sell fields map automatically in a one-time upload. Fees are not imported as transaction expenses, while Asking Price, Location and the formula outputs remain spreadsheet-only. The Free plan is $0 for up to 50 items and one member.
Can I delete the example rows?
Yes — the three inventory and two sold examples are just there to show the format. Delete them; the formulas are pre-filled down 60 rows and keep working.
Manage this across your whole inventory
Kigu tracks fees, margins and consignments for every watch — not just one at a time.
Start freeFree plan available. No credit card required.