A spreadsheet is a perfectly good place to start a chemical inventory, as long as it is set up so the numbers can be checked. This free template gives you a blank inventory sheet with dropdowns, a field guide that explains every column, and a fully worked fictional example. It records what each product is, where it is stored, how much is there and which SDS it was checked against. Its import columns use the same names as NeoTech's own inventory import template, so the same file can be uploaded later if you move to software.
DownloadChemical inventory template (Excel .xlsx): inventory sheet, field guide and a worked exampleWhat's in the download
The Excel workbook (.xlsx) has three tabs. If you prefer a plain file, there is also a CSV version (headers only) with the same 22 columns and no dropdowns.
- Inventory: a blank sheet with the column headers and dropdowns for the fields that take a fixed list of values (container type, unit, temperature, pressure and the Yes/No fields).
- Field guide: every column, whether the NeoTech import reads it, whether it is needed, what to enter and an example value.
- Worked example: four fictional rows shown field by field, including one deliberately unresolved row.
The template has 22 columns: 14 that NeoTech's import reads, and 8 record-keeping columns for your own audit trail that the import ignores.
The field guide
This is a condensed version of the Field guide tab. The dropdown values match the lists the NeoTech platform uses, so keep to them if you plan to import.
| Column | Read by NeoTech import? | Needed? | What to enter |
|---|---|---|---|
| Manufacturer Name | Yes | Required | Manufacturer exactly as on the SDS (section 1) |
| Product Name | Yes | Required | Product identifier exactly as on the SDS and label |
| Storage Location | Yes | Recommended | Building and room or area; one location per row |
| Container Type | Yes | Recommended | Pick from the dropdown (17 types, e.g. Steel drum, Can, Cylinder, Tote Bin) |
| Storage Temperature | Yes | Recommended | Dropdown: Ambient, Greater than Ambient, Less than Ambient / not Cryog, Cryogenic |
| Storage Pressure | Yes | Recommended | Dropdown: Ambient, Greater than Ambient, Less than Ambient Pressure |
| Confidential Storage | Yes | Optional | Yes if the location should be withheld as confidential |
| Container Size | Yes | Recommended | Size of one container, as a number |
| Container Unit | Yes | Recommended | Dropdown, e.g. Gal, L, Lb, kg |
| Container Count | Yes | Recommended | Containers of that size at this location |
| Is It The Largest Container | Yes | Optional | Yes if this is the largest container you keep for the product |
| Days On Site | Yes | Recommended | Days during the reporting year on site (1-365) |
| Report Below Threshold | Yes | Optional | Yes to include the product even if below threshold |
| Additional Reporting Info | Yes | Optional | Anything a reviewer or the state needs to know |
| Facility | No (your records) | Recommended | Site the row belongs to; one file per facility |
| CAS Number | No (your records) | Optional | For a pure chemical; for mixtures use SDS section 3 |
| SDS Revision Date | No (your records) | Recommended | Revision date on the SDS you checked against |
| Maximum Amount On Site (lb) | No (your records) | Recommended | Largest amount at any one time in the year, in pounds |
| Date Of Maximum | No (your records) | Optional | Date or month of that maximum |
| Conversion Basis | No (your records) | Optional | How you got to pounds, e.g. 7.3 lb/gal from SDS section 9 |
| Reviewed By | No (your records) | Recommended | Who checked the row |
| Review Date | No (your records) | Recommended | When the row was checked |
The platform's third temperature option is spelled exactly "Less than Ambient Temperature / not Cryog". Use the dropdown rather than typing it.
The worked example
The Worked example tab fills in all 22 columns for four rows. The key fields are below.
| Example row | Product (manufacturer) | Storage Location | Containers | Maximum (lb) and date | Conversion Basis |
|---|---|---|---|---|---|
| Row 1 | Example Solvent 100 (Example Chemical Co.) | Building A - Paint room | Steel drum, 55 Gal x 4 | 1606 on 2026-06-12 | 4 x 55 gal x 7.3 lb/gal (SDS section 9) |
| Row 2 | Example Solvent 100 (same product as row 1) | Building B - Maintenance cage | Can, 5 Gal x 6 | 219 on 2026-06-12 | 6 x 5 gal x 7.3 lb/gal |
| Row 3 | Example Propane (Sample Gas Supply, fictional), CAS 74-98-6 | Yard - Cylinder cage 2 | Cylinder, 33 Lb x 12; Greater than Ambient Pressure | 396 on 2026-01-15 | 12 x 33 lb (net weight on cylinder) |
| Row 4 | Example Acid Cleaner 30 (Demo Water Treatment Inc., fictional) | Utilities - Water treatment | Tote Bin, 275 Gal x 1; 210 days on site | Left blank | Density not yet confirmed |
All four rows are at Plant 1, at ambient temperature, with Confidential Storage and Report Below Threshold set to No. Rows 1 to 3 have 365 days on site, and every row except row 3 is at ambient pressure. Row 1: 4 x 55 = 220 gal, x 7.3 lb/gal = 1,606 lb. Row 2: 6 x 5 = 30 gal, x 7.3 lb/gal = 219 lb. Row 3: 12 x 33 lb = 396 lb.
- Rows 1 and 2 are the same product in two locations, so they share one facility total: 1,606 + 219 = 1,825 lb on the peak day of 2026-06-12. That is below 10,000 lb, so on these numbers it is tracked but not reportable.
- Row 3 is a gas sold by weight, so the pounds come from the net weight on the cylinder rather than a density.
- Row 4 has its maximum left blank because the density has not been confirmed. It is there to show that an honest gap, with a note, is better than a guessed number.
How to populate the template
- Walk each storage location and list every product container by container, using the name on the label.
- Match each product to its SDS and copy the manufacturer and product name exactly as they appear in section 1. Record the SDS revision date.
- Enter one row per product per location: storage location, container type, size, unit and count.
- Set storage temperature and pressure from the dropdowns, and mark the largest container for each product.
- Convert to pounds with the SDS section 9 density (or the net weight for gases), and write the basis in Conversion Basis.
- Record the maximum amount at any one time during the year and the date it occurred, using receipt and usage records, not just today's count.
- Enter days on site for the reporting year.
- Have a second person check each row and fill in Reviewed By and Review Date.
Keep units and locations consistent
- One row per product per location. A product in two rooms gets two rows, as in example rows 1 and 2.
- Spell each product name the same way on every row, exactly as on the SDS, so rows for the same product can be totalled.
- Spell each location the same way on every row (for example, always "Building A - Paint room", never "Paint Rm").
- Keep Container Size as the size of one container, and Container Count as how many.
- Convert to pounds using the SDS density and record the basis, so anyone can recalculate the figure.
- Keep one file per facility. NeoTech's inventory is organized as one batch per facility per reporting year.
Reconcile and review the list
A template is only as good as the last time someone checked it against the shelf. Use this before you rely on the numbers:
Review checklist
- Every row has a manufacturer and product name that match an SDS on file.
- Every row has a storage location, and no location is spelled two ways.
- Container size, unit and count were recounted at the location.
- Each pounds figure has a conversion basis.
- Rows for the same product across locations have been added up for the facility.
- The maximum reflects the busiest point in the year, not the count date.
- Rows with unknowns (like example row 4) have a note and an owner.
- SDS revision dates match the current sheets.
- Reviewed By and Review Date are filled in for every row.
What the template does not decide
Download does not automatically determine compliance. The template is a tracking tool: it holds the facts about each container, but it does not total products across rows, count components inside mixtures, or compare anything with a threshold. Those are separate steps you need to do, and you can learn how to calculate reporting thresholds before you rely on the list for EPCRA.
Source40 CFR part 370: Hazardous chemical reporting (eCFR)Importing the template into NeoTech
The 14 import columns use the same names as the NeoTech platform's own inventory import template, so a completed copy can be uploaded as it is: the import matches those columns automatically and ignores the 8 record-keeping columns.
To import, open your facility's inventory batch for the reporting year in Product Inventory and choose Upload CSV / XLSX. Files can be .csv, .xlsx or .xls, up to 25 MB and 5,000 rows. Only Manufacturer Name and Product Name are required. A successful import replaces the draft's row list, so you review the rows in the editor, and nothing is recorded until you click Save. From there, Find All matches each row to a workspace SDS by manufacturer and product name. Calculate works out the 302, 311 and Tier II decisions (converting units, totaling each chemical across rows and locations, and counting EHS components in mixtures), which this template deliberately leaves to you or the software.
- Add your rows before uploading. A blank template is rejected with "No inventory rows were found".
- Keep the dropdown values as they are; they match the platform's lists exactly.
- Your record-keeping columns stay in your file for your own audit trail; they are not imported.
Maintaining the list, and the next step
Update the template whenever a delivery arrives, material moves between locations, a container is emptied or shipped as waste, or an SDS is revised, and reconcile it against the shelf before the Tier II report is prepared. A well-kept spreadsheet can serve one site with a stable product list for a long time. If several people need to edit at once, you manage more than one facility, or you want SDS matching and threshold checks next to the list, chemical inventory software can hold the same fields, and this file is a ready-made starting point for the import.
Regulatory statements in this article were checked against the official sources linked above on .