Free Home Inventory Spreadsheet Template (Excel/Sheets/PDF)

This free home inventory spreadsheet lists everything in your home room by room: item, category, brand, model, serial number, purchase date and price, replacement cost and condition, plus where the photos and receipts are. Download the Excel file and open it in Excel or Google Sheets. A printable PDF is there for filling in by hand. No sign-up. The Rooms sheet totals replacement cost by room. The Summary sheet gives the total replacement value, totals by category, and a place to compare the total with your policy's contents limit.

Save hours of typing

The files below are free, and they stay free. AI Home Inventory builds the record from room photos instead: items it can see, a replacement-cost range for you to review, and the photos kept with the list. Whole Home is a one-time US$49.99, with 60 AI photos, unlimited rooms, and a PDF report plus a CSV. There is no subscription.

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Download the free template

Download for Excel (.xlsx)Download the printable PDF

No sign-up. In Google Sheets, download the Excel file, then choose File, then Import. Or upload the file to Drive and open it. Dropdowns for room, category and condition come with the file.

What's in the template

Tab	What it's for
Instructions	What to record, which photos to take, where to keep a copy, and what to have ready for a claim
Items	One row per item or group, with dropdowns for room, category and condition
Rooms	The room list, plus a replacement-cost total for each room
Summary	Total replacement value, your contents limit, and totals by category
High-value items	Jewelry, art, watches, collectibles and anything with an appraisal
Lists	The category and condition choices used by the dropdowns

The printable PDF has the same job on paper: a cover for the room totals, an instructions page with category totals you can fill in, one page per room, and a high-value items page.

The columns, and why each one matters

Room and item. Group interchangeable things on one row: "paperbacks, about 60" or "kitchen knives, set of 8". You don't need a row per fork. Pick the room from the dropdown so the Rooms sheet can total it.

Category. Furniture, electronics, appliances, and the other choices on the Lists tab. The Summary sheet totals replacement cost for each one. The dropdown uses that list, spelled the same way.

Brand, model and serial number. For electronics, appliances and tools, these prove the specific item and help price the replacement. The label is often on the back or underneath.

Condition. The dropdown is four words: new, good, worn, damaged.

Purchase date and price. Fill in what you know. A receipt is better than a memory.

Replacement cost. What it would cost to replace that whole row today. A set of 8 knives is the cost of the set, not the cost of one knife. Quantity is not multiplied into the total. If you're estimating, write a single figure you can stand behind. If your policy pays actual cash value instead, the insurer will apply depreciation. The insurance guide explains the difference.

Receipt, photo and notes. A spreadsheet can't hold your photos, so these columns say where they are: a cloud folder link, a file name, or "in the app".

How to fill in a home inventory spreadsheet

Read the Instructions tab. It covers what to record, which photos to take, keeping an off-site copy, and what to have ready for an insurance claim.
Find your policy's contents limit (Coverage C on most homeowners policies) and type it into the yellow cell on the Summary tab. On the PDF, write it on the cover page.
Delete the grey example rows on the Items tab, or the totals will include the sample sofa, television and mixer.
Photograph each room first, from the doorway and the opposite corner, with closets and drawers open. Write the file name or link in the Photo column. The photos show the items were there.
Work room by room. Pick the room, category and condition from the dropdowns. Big-ticket items get their own row. The rest can be grouped, such as paperbacks or a set of knives.
Add serial numbers and receipts for electronics, appliances and anything over a few hundred dollars. Leave a cell blank when you do not know it. Do not invent a serial number.
List anything with an appraisal twice: once on the Items tab, using the appraised amount as the replacement cost so the total includes it, and again on the High-value items tab with the appraiser and the date. On the PDF, use the room page and the high-value items page.
Store a copy off your phone and out of the house: in cloud storage, emailed to yourself, or sent to your agent. A file that stays in the house can be lost with the house.

The home inventory checklist has a room-by-room list of what to photograph and the things people most often forget. Grey rows on the Items tab are examples. Delete them before you rely on the totals.

Spreadsheet or the app

Both can document a home. The spreadsheet is yours to keep, with no account. The app does the typing from the photos and keeps those photos with the items. You review every suggestion. The ranges are estimates, not appraisals. Jewelry, art, watches and collectibles are not priced from a photo.

Compared	Spreadsheet	AI Home Inventory
Time	You type every row. A whole house is hours of entry, and it is easy to stop halfway.	Two wide photos per room. A three-bedroom house is about an hour, most of it walking between rooms. You still review what the app lists.
Effort	You remember each item and fill in brand, model, serial number, price and replacement cost yourself.	The app suggests items it can see in the photos, with a name, a quantity and a replacement-cost range where it can estimate one. You keep, change or remove each suggestion. It also flags a closed closet or a drawer the wide shot could not show.
Photo evidence	The Photo column is a link or a file name. The pictures live in another folder, and a spreadsheet does not store them.	Room photos are stored with the inventory in your account, so the record is not only on the phone that was in the house.
Ready-to-use report	You have a list and a total. You still gather the photos into something you can send.	Whole Home exports a PDF with the room photos, the items you kept and an estimated total, plus a CSV that opens in Google Sheets or Excel. Ask your insurer what else it wants. The PDF is a record, not a filed claim.

Start with 4 AI photos across 2 rooms. Whole Home is a one-time US$49.99 with 60 AI photos, unlimited rooms, and the PDF and CSV reports. Packs of 20 AI photos are US$9.99. Additional Home Inventory is a one-time US$19.99 for one more home (60 AI photo scans). There is no subscription. The spreadsheet cannot be imported into the app. See how it works and pricing.

Google Sheets or Excel?

Download the Excel file either way. Open it in Excel if you want a file on your computer, then save a copy somewhere that isn't in the house. In Google Sheets, choose File, then Import, or upload the file to Drive and open it. Sheets keeps the inventory in the cloud, so you can edit it from your phone. The totals are ordinary SUMIF formulas, and the dropdowns read the Rooms and Lists tabs. The PDF is for filling in by hand, room by room. It works for renters and for anyone who'd rather not type.

Questions

Is there a free home inventory spreadsheet?

Yes. This one is free as an Excel file you can open in Google Sheets, and as a printable PDF. No sign-up.

What should a home inventory spreadsheet include?

Room, item, category, quantity, brand, model, serial number, condition, purchase date and price, replacement cost, and where the receipt and photos are kept. Totals by room and by category help you compare the list with your contents coverage limit.

How do I make a home inventory in Google Sheets?

Download the Excel file. In Google Sheets, choose File, then Import, or upload the file to Drive and open it. The dropdowns, frozen headers and totals are in the file. Fill in the Items tab room by room. Rooms and Summary calculate the totals.

Do I still need photos if I have a spreadsheet?

Yes. Photos show the items were in your home and catch things a list misses. Take a wide photo of each room and close-ups of labels and valuables, and note where they're stored in the Photo column. The spreadsheet does not store the picture itself.

How often should I update my home inventory?

Add anything over a few hundred dollars when you buy it, and review the rooms that changed at policy renewal.

Can I import this spreadsheet into AI Home Inventory?

Not at the moment. The spreadsheet can't be imported into the app. Items can be added by hand or from room photos.

Build it from photos instead

Two wide photos per room, then you review the list. Whole Home is US$49.99 once, with 60 AI photos, unlimited rooms, and PDF and CSV reports. Packs of 20 are US$9.99. No subscription.