How to Keep Stock Records by Brand with Excel and PDF Reports, Free Online

By Rashad (Razzath) · Updated November 7, 2026

A small shop, workshop or store room rarely needs a full inventory system. It needs a clear list of what came in, what went out and what is left, kept brand by brand and easy to send to a boss, an accountant or a supplier.

The Stock Keeper on PDF DocOffice does exactly that in your browser. You keep one sheet per brand, type outward quantities such as 10+10+5, and the balance, stock value and low-stock warnings are calculated for you. Your stock is saved on your own computer and is never uploaded.

Open the Stock Keeper tool

How it works

A stock record works because every number has a clear source. The opening stock is what you counted at the start. Inward entries are restocks, outward entries are items taken out, and the balance is opening plus inward minus outward. When each movement keeps its date, you can always explain why a number changed. The tool keeps these dated entries for you, shows the totals beside each item, and lets you open any total to correct or delete a single entry.

When this is useful

• Keeping separate stock sheets for several brands, such as electrical or hardware suppliers.
• Recording daily issues from a store room without adding a new column every time.
• Seeing which items are running low before a customer asks for them.
• Sending the owner or accountant an Excel file with formulas, or a PDF for each brand.
• Moving an existing Excel stock list into a tool that saves automatically.

Step-by-step instructions

1. Open the Stock Keeper and rename the first sheet to your first brand, or import your existing Excel file and match its columns.
2. Add items with part number, description and opening stock. Add cost and selling price if you want stock value.
3. When something goes out, type the quantity in the Outward box and press Enter. Type 10+10+5 to record three entries at once. Do the same in Inward for restocks.
4. Click any total to see the dated entries, edit a quantity or delete a mistake. Use the remarks box for notes with dates.
5. Add pictures one by one, by pasting them, or all at once by naming each picture file with its part number and choosing them together or as one zip file.
6. Use Download to get Excel in Simple or Ledger form, a zip with one PDF per brand, or a backup file. Upload that file later to continue.

Tips for the best results

• Count your stock carefully once and use that as the opening quantity. Everything after it is a dated movement.
• Choose Ledger Excel if you want one list of movements with date, brand, part number, in or out and quantity, with the sheets calculated from it. Part numbers must be unique inside a sheet for this form.
• Download a backup now and then. Your work is saved automatically in this browser, but clearing browser data would remove it.
• Use one browser tab for the tool. If it is open in two tabs, the second tab becomes read-only to protect your data.
• Set a default low-stock level in Settings, or a level for single items, to see warnings.

Common problems and how to fix them

My picture was not matched

The file name must match the part number. Capital letters, spaces, dashes and the file type are ignored, but other characters are not. The report lists the files that did not match.

The balance is negative

More was taken out than was recorded in. Check the opening stock and the entries, and add the missing restock.

I cannot re-open my file

Open Excel, PDF or backup files made by this tool and not re-saved by another program. For other Excel files use Import and match the columns.

What happens to your file?

Frequently asked questions

Related guides

• How to Merge Multiple PDF Files into One Document
• How to Convert a PDF Table into an Excel Spreadsheet (XLSX)
• How to Create a Professional Quotation (PDF or Excel) Online for Free

Try Stock Keeper now — free, no sign-up