“Do I already own this shade?” is a hard question to answer in a store when your makeup lives in a bathroom drawer, two travel bags and a box of samples. An inventory fixes that. It also tends to be a bit of a shock the first time you count.
This is a step-by-step way to do it, with a column list you can copy into Google Sheets, Excel or a notebook.
It is written by the developer of MakeupStash, an iPhone app built around the same fields. It is mentioned at the end for anyone who would rather not maintain a sheet (view on the App Store).
Step 1: Pull everything out
Gather every bag, drawer and sample box in one place and make three piles:
| Pile | What goes in it |
|---|---|
| Using | Part of your current routine |
| Use up | Still good, but you haven’t touched it lately |
| Toss | Smell or color has changed, or it is past its date |
Deal with the third pile first. Preservatives can break down over time and let bacteria and fungi grow [1]. Our PAO chart can help when you aren’t sure.
Step 2: Set up your columns
Too many columns is the main reason inventories get abandoned. Temptalia suggests brand and shade, type of formula, color, price, and photos or swatches [2], and a template shared on r/MakeupRehab adds an overview of total inventory, MSRP total, expiring products, empties and repurchases [3]. Start with the first table and grow into the second.
Start with these
| Column | Example | Why |
|---|---|---|
| Brand | (brand name) | Finding things |
| Product and shade | Matte Lipstick 03 | Finding and rebuying |
| Type | Lipstick | Counting duplicates |
| Status | Open, In stock, Finished, Tossed | Counting what you own now |
| Opened | 2026-09-14 | Working out expiry |
Add these later
| Column | Example | Why |
|---|---|---|
| Expiry | 2027-03-14 | Sorting by what to use first |
| Color family | Coral | Spotting too many similar shades |
| Price | 18.00 | Value of your stash |
| Purchased, and where | 2026-08-30 | Finding dormant stock |
| Storage | Bathroom top shelf | Finding things faster |
| Level | Half | Tracking a Project Pan |
| Would repurchase | Yes | Your next shopping list |
Keep finished products in the sheet instead of deleting them. Change the status, or move them to a separate tab, as Temptalia suggests [2]. That history is useful the next time you’re tempted by the same kind of product.
Handy formulas
If Opened is in column C and months after opening in column D, this gives the expiry date in Google Sheets or Excel:
=EDATE(C2,D2)
To flag anything expiring within 30 days, with the expiry date in column E:
=AND(E2<>””,E2-TODAY()<=30)
Use that as a conditional formatting rule so those rows stand out.
Step 3: Declutter with five questions
Seeing everything listed makes duplicates obvious. Temptalia suggests asking five things about each product [2]:
- Does it work well for how I want to use it?
- When did I last use it?
- Did I like it last time?
- Do I have something similar that I use more or prefer?
- Do I see myself using it again?
If you can’t decide, keep it in the Use up pile and look again in three months. That pile is a natural start for a Project Pan. And there is no need to punish yourself over past purchases [2].
Step 4: Keep it current
- Add a row the day you buy something
- Fill in Opened the day you open it
- Change the status when you finish or toss a product
- Review the whole list every few months
Short on time? Snap a photo when you buy something and fill in the row later.
Spreadsheet, notebook or app?
| Method | Best for | Downside |
|---|---|---|
| Notebook | Small collections | No sorting or date math |
| Spreadsheet | Choosing your own columns | Awkward on a phone, photos are fiddly |
| App | Automatic expiry and reminders | Takes time to enter everything at first |
Keeping your inventory in MakeupStash
MakeupStash has the fields above built in. A photo or a name plus a category is enough to add a product, and you can fill in the rest later. Duplicate a product to add another shade quickly. Views cover Open, In stock, Wishlist and Finished, with filters by group, color and tag, and search by brand, name or shade.
The Stats tab shows your product count, value in stash, use-up rate, expired waste and dormant stock. You can export a ZIP with your products, photos, level logs, tags, categories and wishlist.
Every feature is free for up to 30 products. Only In stock and Open products count, so finished, tossed, wishlist items and backups don’t. Pro is a one-time purchase that removes the limit and the watermark on share cards (view on the App Store).
Key takeaways
- Get everything in one place and sort it into Using, Use up and Toss
- Start with five columns and add more only when you need them
- Keep finished products in the list
- Use the five questions for anything you’re unsure about
- Update the list when you buy, open or finish something
Sources
- U.S. FDA, “Shelf Life and Expiration Dating of Cosmetics” https://www.fda.gov/cosmetics/cosmetics-labeling/shelf-life-and-expiration-dating-cosmetics
- Temptalia, “Curate a Makeup Collection You Love with More Mindfulness (2022 Guide)” https://www.temptalia.com/how-to-declutter-a-makeup-collection/
- r/MakeupRehab, “MUR Inventory Template” (November 2017) https://www.reddit.com/r/MakeupRehab/comments/7bvumo/mur_inventory_template/
(All checked November 5, 2026)
About the sources for this article This article is based on information from public agencies, official sites and specialist media, reorganized by the editors from a recording and organizing perspective. Figures and statements about specifications or safety were checked against primary sources where possible.
This article organizes information from a recording and organizing perspective. For skin problems, please consult a medical professional. If you notice an error or outdated information, please contact us. Last verified: November 2026
