Inventory lending template in Google Sheets

Does a department in your company lend items internally? Perhaps you have a library in your school that lends books to students. Or an IT department that lends computer equipment to employees. Maybe you run a hire business where you rent items to customers, such as bicycles, tools, or clothing?

Whatever type of business, institute, or organization you work in, tracking lent items is an essential task — but it’s often done manually or using cumbersome IT systems.

Keeping tabs on exactly what stock you currently have in your inventory, what has been lent out (and to whom) helps you to calculate if you have enough equipment for your business, to recognize if certain items are going unused, and to help you trace missing or overdue items that have not been returned.

You could purchase specialist lending software, or ask your IT team to build you a tracking system, but you can actually do it yourself using the tool you already know and use: spreadsheets. Here I’ll show you how to create a reliable inventory lending system in Google Sheets, using an automated template.

Sign up for Sheetgo and start tracking your inventory automatically

Why choose Google Sheets to manage inventory lending?

  • Flexible: Google Sheets lets you build a tailor-made inventory lending system that you can adapt yourself. There’s no coding or expensive software required.
  • Accessible: Because they’re online, Google Sheets files can be accessed by everyone in the team anywhere, at any time.
  • Compatible with everything: If you use other software packages in your company, you can easily integrate them with Google Sheets. This enables you to merge data from other departments.
  • Easy to use: There’s no training required as you’re probably already familiar with spreadsheets. The system is simple to maintain without specialist IT support.

How to get started

Sheetgo’s Inventory lending template is a pre-built spreadsheet system for inventory lending that can be used by businesses or schools renting or loaning equipment of any kind. The system gives managers a reliable way to track inventory levels while providing library or shop staff with a simple way to check items in and out.

What you get with this template:

  1. Check-in spreadsheet: This spreadsheet is where the person(s) responsible records which items have been returned.
  2. Check-out spreadsheet: This file is where the person(s) responsible registers the items which have been lent, rented, or borrowed.
  3. Inventory Lending master sheet: This is for the manager who oversees all operations. It comes with automated dashboards providing an overview of current stock levels.
  4. Check out form with barcode scanner (optional): if you want the person responsible for check out to do so with a barcode scanner, you can take advantage of our form and avoid human errors. 
Inventory lending template google sheets

How to get the Inventory lending template

Install the free template by clicking on the button below:

How to use the inventory lending workflow template

Step 1: Remove sample data

In both the Check-in and Check-out files, you will find sample data. Simply remove this data from all white cells before filling out your own.

Step 2: Fill out the items database

In the Item Database (Input) tab, list all items you have in stock. Simply fill out the Item name in column A and the Total inventory (amount) in column B.

Inventory lending items list
Step 3: Start checking items out

Use the Check-out file or form to note down any item that you lend out, and the amount.

 Check out form:

inventory lending check out via form

Check out file:

Inventory lending check out spreadsheet

Start tracking your inventory automatically

Step 4: Schedule automatic updates so that all your files are up-to-date
Inventory lending template automation
Step 5: Monitor stock levels in automated dashboard

Finally, visually monitor stock levels in the automated dashboard. You’ll see how many items are out, which items exactly, and how many by each borrower.

Inventory lending dashboard Sheetgo

Looking for an expertly tailored inventory solution using your existing tools?

Spreadsheet templates like the above are great to start organizing a new process. However, when the process scales, you might start to struggle using only 1 spreadsheet to manage a more complex inventory process. Because of that, Sheetgo offers you the best of two worlds: the ease of use of spreadsheets together with the robustness of a specialized software.

The Supply Chain solution by Sheetgo transforms your spreadsheets into a custom, automated system and takes your inventory operations to the next level. Sheetgo’s automation experts help to build the perfect workflow using your existing tools to drive efficiency and ultimately fulfill your control system objectives.

Sheetgo guarantees an easy to adapt solution to cover any type of inventory management. Integrating all aspects of inventory tasks, including shipping, purchasing, receiving, warehouse storage, turnover, tracking, and reordering.

The following features are included into the solution:

  • Forms to automatically check items in and out
  • Barcode scanner for mobile (for scan gun use)
  • Smart automation schedule
  • Custom built dashboard to monitor stock levels
  • Dedicated support by automation experts
  • Custom-built project for a long-term solution
  • Unique service package for each client
Inventory solution by Sheetgo web app

Lend out items automatically in Google Sheets

Because the template is based in Google Sheets, it’s pretty flexible. You can add data inputs from Google Forms, connect to a barcode scanner, or link to workflows from other departments, such as sales or finance.

That’s how you use the Inventory lending template in Google Sheets. Take a look at the expertly tailored inventory solution by Sheetgo here.

Alternatively, take a look at the related blog posts below.

Editor’s note: This is a revised version of a previous post that has been updated for accuracy and comprehensiveness.

Start tracking your inventory automatically

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Automate your inventory management

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