Inventory Template

Whether you're overseeing restaurant inventory, tracking office supplies, or managing equipment across teams, Asana’s customizable inventory template gives your team a shared system to monitor what you have, where it is, and what needs attention. No more chasing updates across spreadsheets or emails.

This simple inventory template helps you log items, assign follow-ups, maintain consistency in your process, and, most importantly, scale your inventory tracking while minimizing mistakes.

Who benefits from this inventory template?

At Asana, we’ve seen how easy it is for teams to lose track of supplies, tools, or stock across departments. Without a centralized system, minor issues, such as duplicate orders or missed reorder points, quickly escalate into delays or stockouts.

Whether you're managing food inventory, restocking shelves, or tracking products across retail locations, this inventory template helps you stay on top of every item name, SKU, and unit price as it changes.

This inventory checklist template works well for teams and individuals who need a clear, repeatable way to track what they’re managing:

• Small business owners tracking inventory levels, reorder points, and pricing in a shared business inventory system.

• Store managers monitoring stock inventory, point-of-sale supplies, and product availability across online and in-store channels.

• Construction crews managing raw materials, equipment, and other site-specific inventory from job to job.

• IT and facilities teams handling equipment inventory, warranty details, and hardware records.

• Nonprofits and schools that manage multiple types of inventory across locations, from books and tools to donation goods.

• Individuals organizing household items into a home inventory for insurance, moving, or personal record keeping.

• Anyone responsible for basic inventory tracking in industries like healthcare, retail, logistics, or education.

Why use an Asana inventory template?

We’ve seen teams switch from inventory spreadsheets to Asana and instantly feel more in control of their inventory management. Instead of second-guessing reorder levels or digging through tabs for cost details, everything lives in one clear, collaborative workspace. The result? Fewer delays, faster restocks, and better decisions about what to order and when.

With this inventory tracking template, you can:

• Keep track of the item name, SKU, quantity, and storage location in one place; ideal for inventory control and asset tracking.

• Add fields for unit cost, total value, and status to improve visibility and help teams act on real-time data.

• Use reorder points and custom rules to restock automatically before inventory gets too low.

• Add and organize vendor contacts and track the date of last transaction to make informed purchasing decisions.

• Use Asana AI to detect gaps, recommend automations, and simplify repetitive tasks across your inventory management workflow.

• Keep your inventory system flexible with built-in functionality that supports a wide range of inventory types, from office supplies to IT equipment.

• Grant team members access to shared data, thereby reducing silos and enabling faster, more informed decisions.

How to use this inventory template

1. Duplicate the inventory list template. Click “Use template” to spin up your version in Asana. Give it a name that fits your setup, like “Warehouse Supplies,” “IT Hardware,” or “Facilities Inventory.”

2. Log each item as a task. Create a task for every item you’re tracking. Use the task title for the product name or label, and add any identifiers like part numbers or SKUs to keep things easy to search.

3. Add tracking fields. Customize the project with fields for quantity, storage location, cost per unit, total value, reorder threshold, and item status. This gives you a clear overview of what’s in stock, where it’s stored, and what needs attention.

4. Record vendor info and order history. Use the task description to store supplier names, contact details, and order links. Add a field or comment to track when the item was last ordered or received.

5. Organize by type or location. Use sections to group items by category (like tools, furniture, consumables) or by where they’re stored (like Room A, Main Closet, or Warehouse Bay 3). This makes it easier to find what you need at a glance.

6. Assign follow-ups and restock tasks. If something needs to be reordered or inspected, assign it to the right person and set a due date. You can also attach receipts, invoices, or warranty documents directly to the task.

7. Pick a view that fits your workflow. Use List View for a straightforward item log, Board View to track item status, or Timeline View to monitor scheduled audits or replacement cycles. Dashboards can display summaries, such as total inventory value or flagged items.

8. Streamline your process with built-in tools. Use Rules to automate reminders when stock runs low. Keep vendor files and notes in one place using the Files and Messages tabs. Asana helps you cut down on spreadsheets and get your process running smoothly.

Asana features to improve inventory management

• Custom Fields: Add structured data to every inventory item, like unit price, stock level, serial number, or warranty end date. You can sort and filter tasks using these fields to quickly identify what needs attention.

• Timeline View: See inventory activity over time. Whether you're tracking restocking cycles, warranty expirations, or seasonal items, Timeline View helps you plan and avoid last-minute scrambles.

• Rules: Use automation to stay ahead of stock issues. For example, you can trigger a task assignment or Slack notification when stock levels fall below a certain threshold.

• Multi-home Tasks: Keep inventory tasks visible across multiple projects—such as Operations, IT, or Finance—without duplicating them. It’s a simple way to improve coordination across teams.

• Forms: Let team members submit restock requests or report missing items through a standardized form. Each entry becomes a task in your inventory template for easy tracking.

• Approvals: Streamline the reorder process with built-in approvals. Add an approval stage to any inventory task so team leads or finance managers can quickly review and provide approval.

• Status Updates: Share quick updates on inventory cycles, restocking progress, or upcoming audits, all in one place. These updates are connected to your project, so everyone stays in the loop without having to chase emails.

Recommended integrations

• Tableau: Turn your inventory data into dynamic dashboards. With the Asana + Tableau integration, you can visualize trends like stockouts, restocking frequency, and item value over time. 

• Microsoft Excel: Export your inventory sheet to Excel for offline access or to share with team members outside your organization. Great for printing, advanced data entry, or syncing with other Microsoft tools. 

• Google Sheets: Sync your inventory list with a spreadsheet to run custom reports or build printable checklists. Ideal for teams that want a familiar spreadsheet view alongside their real-time system. 

• Gmail: Convert vendor emails or reorder confirmations into trackable tasks. No need to copy and paste; just click to send an email straight into your inventory system. 

• Slack: Automate low-stock alerts and reorder approvals with Slack messages. You can also turn Slack conversations into tasks to keep informal updates connected to your inventory workflow. 

• Dropbox: Attach supplier contracts, warranties, or manuals to any inventory item. With Dropbox integrated, every document is stored alongside the item it supports. 

FAQs about inventory templates