Keeping track of antique booth inventory without spreadsheets

Updated November 11, 2026

Many dealers start with a notebook, then a spreadsheet, and end up with both out of date. A good inventory system only needs to answer three questions: what do I have, what sold, and what did I make?

Give every item a number

Number your items in order: 1001, 1002, 1003. Put the number on the tag next to your dealer number. When the mall statement lists a sale, the number tells you exactly which item it was.

Record five things for each item

• A short description, like "blue Pyrex mixing bowl"
• The price on the tag
• What you paid
• The date it went out in the booth
• A photo, so you can find it later or list it online

Check your statement every month

When the mall statement comes, mark each sold item as sold. Anything on the statement you cannot match is worth asking the mall about. Anything missing from your booth that is not on the statement may have been moved, broken or taken.

Keep it on your phone

The easiest system is the one you have with you. If you can add an item while you are standing in your booth, it gets done. If it waits for the computer at home, it often does not.

How BoothNest helps

BoothNest numbers your items, takes the photo, keeps the cost and date, prints the tag, and lets you mark items sold from your phone. Try it free for up to 50 items.