Liquor Inventory Variance Template
A bar inventory sheet that compares what left the bottles with what was rung in. Count bottles in tenths, add purchases and pours sold from your POS, and the formulas work out usage, theoretical usage and the variance for each bottle and in total.
The CSV opens in Excel, or in Google Sheets with File, Import. Formulas calculate as soon as you enter numbers.
What is on the template
- Bottle size and cost: from the invoice, with the size in ml.
- Beginning, purchased, ending: bottles, counted in tenths: 6.4 is six full bottles and one at about 40%.
- Pours sold and pour size: from the POS sales report by item, with the pour your recipe specifies.
- Usage, variance and cost: actual and theoretical bottles, the variance in bottles, ounces and dollars, and variance % fill in.
How to use it
- Count at the same time. Count before opening on the same day each period, and never with a delivery half put away.
- Add purchases. Enter every bottle received between the two counts, from the invoices.
- Pull pours from the POS. Pours sold by item; for cocktails, count each spirit’s pour.
- Investigate the top lines. Sort by variance in dollars and recount the biggest lines before acting.
Example
| Item | Bottle | Begin | Purchased | End | Used | Pours sold | Theoretical | Variance | Variance $ |
|---|---|---|---|---|---|---|---|---|---|
| House vodka | 1 L, $14 | 6.4 | 12 | 5.1 | 13.3 | 280 × 1.5 oz | 12.42 | 0.88 (29.7 oz) | $12.31 |
| Blanco tequila | 750 ml, $32 | 4.2 | 6 | 3.6 | 6.6 | 104 × 1.5 oz | 6.15 | 0.45 (11.4 oz) | $14.36 |
| Bourbon | 750 ml, $28 | 3.0 | 4 | 2.8 | 4.2 | 70 × 1.5 oz | 4.14 | 0.06 (1.5 oz) | $1.67 |
Printable blank form
Liquor Inventory Variance Template
Print this page to get the blank form below; the rest of the page is left off.
| Item | Bottle (ml) | Bottle $ | Begin | Purchased | End | Used | Pours sold | Pour (oz) | Theoretical | Variance | Variance $ |
|---|---|---|---|---|---|---|---|---|---|---|---|
FAQ
How do you calculate liquor variance?
Actual usage (beginning + purchased − ending bottles) minus theoretical usage (pours sold × pour size ÷ ounces per bottle). Multiply the variance in bottles by the bottle cost for the dollar figure.
How do I count partial bottles?
Estimate in tenths by eye, or weigh the bottle and subtract the empty weight for a more precise figure. Use the same method every time.
What does a negative variance mean?
Sales were higher than usage: usually a counting mistake, a delivery counted in the wrong period or a drink rung under the wrong button.
Can I use it for wine and beer?
For wine by the glass, yes: use the bottle size in ml and the glass pour in ounces. For draft beer, turn kegs into pours with the keg calculator first.
Related guide
Related free tool
Inventory Variance Calculator
Actual vs theoretical usage for liquor bottles or kitchen items, with variance in units, lost pours and dollars, ranked by cost.
Open calculator