Inventory Count Sheet and Year-End Variance Tool (Free)
An inventory count sheet gives you something to count against: a printed list of what QuickBooks® says you have, with room to write what is actually on the shelf.
This free Year-End Inventory Count Sheet and Variance Tool from LiveFixPro Bookkeeping prints the inventory count sheet, then takes your counts and shows the variance in units and dollars against what QuickBooks shows, so you know which items to recount before you adjust the books.
It runs in your browser. Nothing you enter is uploaded, sent or stored, and it works offline once the page is open.
How it works
1. Set up the count. Enter your as-of date (your year-end count date) and, if you like, the location or area being counted. You can also set your own flag rule: flag items off by at least a percentage, or by at least a dollar amount, or both. With both blank, every item that differs is flagged for a recount.
2. List your items. Add them by hand, or paste rows from a spreadsheet or the QuickBooks inventory valuation report. The order is item, unit cost, quantity per QuickBooks and counted quantity (optional), separated by tabs or commas.
3. Count and enter results. Print the count sheet, count on paper, then type the counts in. Leave "Counted" empty for items you haven't counted yet. Not sure how it looks? Tap Load a sample.
What you get back
Result cards: items counted, value per QuickBooks for the counted items, value of your count, net difference, shortages, overages and items to recount.
Per-item variance in quantity, dollars and percent, with items that meet your flag rule shaded.
Print count sheet. A blind-count option hides the QuickBooks quantity on the printed sheet, so counters aren't guided by the expected number.
Print variance report or download a CSV. In the CSV download, an item name or location that starts with =, +, - or @ gets an apostrophe in front so a spreadsheet shows it as plain text.
Value is unit cost times quantity, using the unit costs you entered. Items not yet counted are left out of the totals.
Before you adjust anything
A variance tells you where to look. It doesn't tell you why. Work through these before you change a number in QuickBooks:
Recount the flagged items, with a second person if you can.
Check cutoff. Were any purchases received, or sales shipped, around the count date that aren't entered in QuickBooks yet?
Check stock that isn't on the shelf: items in transit, at a customer, on consignment, or set aside as damaged or unsellable.
Check unit costs against recent bills so the dollar variance is meaningful.
Look for entry errors: the wrong item on a bill or invoice, duplicates and unit-of-measure mix-ups.
Then adjust. Record the final differences with QuickBooks' inventory quantity adjustment. Talk to your accountant before booking large differences or deciding how to treat them.
Count more often than once a year
Counting once a year finds problems late. Many businesses count a few high-value items more often so the year-end differences stay small.
When the count is done
Once your differences are recorded and the books look right to you, the next step is to hand the books to your accountant. This tool only compares your counts with QuickBooks; it doesn't review your file or say how any difference should be treated.
Want help with inventory numbers that don't match?
If your inventory numbers aren't matching your books, LiveFixPro Bookkeeping offers cleanup $1,999 and monthly bookkeeping $499/mo. What each includes is confirmed on the free consult. Book a free consult and we'll talk through where your file stands.
FAQ
How do I make an inventory count sheet for year-end?
List each item with its unit cost and the quantity QuickBooks shows, then leave a column to write the counted quantity. The tool builds this from your items and prints it, with an option to hide the QuickBooks quantity for a blind count.
What is a blind count?
It's a count sheet that hides the expected quantity, so the person counting writes what is actually there. The tool lets you hide the QuickBooks quantity on the printed sheet.
What does the variance mean?
It's the difference between your counted quantity and the quantity QuickBooks shows, in units, dollars and percent. Items that meet your flag rule are marked for a recount.
Does the tool connect to QuickBooks or upload my data?
No. You paste or type your own items and counts. It runs in your browser and doesn't upload, send or store anything.
Will the tool make sure my inventory numbers are correct?
No. It compares the numbers you enter. Recount flagged items, check cutoff and unit costs, and talk to your accountant before booking large differences.
Run your count now
Use the tool above to build your count sheet and see your variances, and book a free consult if you'd like help with your books.
QuickBooks® is a registered trademark of Intuit Inc. LiveFixPro is independent and not endorsed by Intuit.
Mailing address: 701 Tillery Street Unit 12-1904, Austin, Texas 78702, United States
Get in touch
Bookkeeping Services FAQs
What are bookkeeping services for small businesses?
Bookkeeping services keep your day-to-day financial records accurate—categorizing transactions, reconciling accounts, and preparing clean books so you can see cash flow and make decisions with confidence.
Who is this for?
U.S. small businesses that want reliable monthly bookkeeping and clear books without hiring a full-time in-house bookkeeper. Deep QuickBooks cleanup is available separately when your books need a catch-up.
What’s included in monthly bookkeeping?
Transaction categorization, bank and credit-card reconciliation, and organized books ready for review.
How is pricing structured?
Monthly Bookkeeping is $499/mo, Support for QuickBooks Users is $149.99/mo, Cleanup for QuickBooks Users is $1,999 fixed one-time, and Catch-up Bookkeeping starts from $799.99 one-time. Final scope is confirmed on a free consultation.
Do you use QuickBooks?
Yes—work is for QuickBooks® users. Cleanup and ongoing bookkeeping can connect to your QuickBooks Online file when that is the right fit. LiveFixPro is independent and not endorsed by Intuit Inc.
How do we get started?
Book a free consultation on our calendar. We’ll confirm scope, access needs, and the right package before work begins: Book a free consultation
Intuit, QuickBooks, and QuickBooks ProAdvisor are registered trademarks of Intuit Inc. used with permission under the QuickBooks ProAdvisor Agreement.