Material List Template for Excel (Free Download)

Materials drive cost, timing and execution across countless projects, yet they’re often tracked in scattered documents or informal notes. A material list template brings structure to that complexity by centralizing quantities, costs, suppliers and logistics. Whether coordinating site deliveries or managing production inputs, it provides a clear, organized foundation for planning, purchasing and on-site coordination.

A material list template is essential for organizing, tracking and controlling the materials needed for a project. It helps ensure the right materials are ordered in the correct quantities, reduces waste and delays and improves cost accuracy. By providing a clear, centralized record, a material list template also supports better planning, smoother coordination with suppliers and stronger budget control throughout the project lifecycle.

ProjectManager supports material tracking by tying materials to tasks, costs, schedules and accountability. As materials are a major part of project costs, ProjectManager helps you include material costs in your project budget, track actual vs. planned material spend on the Gantt chart and monitor cost variances as materials are used. Get started today with a free 30-day trial.

ProjectManager's list view — Track materials in ProjectManager’s list view. Learn more

Why You Need a Material List Template

Tracking materials involves more than listing items; it requires aligning specifications, quantities, costs and delivery details. An Excel-based material list template simplifies this by consolidating everything into a single, structured view. Teams can monitor required quantities, calculate total costs automatically and coordinate suppliers, delivery dates and storage needs. This reduces shortages, prevents overordering and improves visibility across construction, manufacturing or any material-intensive project without relying on disconnected spreadsheets or manual calculations.

An excerpt of our material list template for Excel

When to Use a Material List Template

Projects involving physical goods depend on timing, quantities and space. A material list template is most valuable during planning, when teams estimate what must be sourced and when. It remains essential during execution, helping track deliveries, confirm storage conditions and adjust orders as conditions change, keeping work moving without shortages, congestion or costly last-minute purchases across manufacturing floors and active construction sites with multiple suppliers involved and tight schedules daily.

Who Should Use This Free Material List Template?

Managing materials requires coordination across roles, not just procurement. This template supports anyone responsible for specifying, ordering, receiving or storing materials, giving teams a shared reference point to align quantities, costs, schedules and on-site logistics throughout project execution and planning.

Project managers: Use the template to align material requirements with schedules, sequencing work and avoiding delays caused by missing or late deliveries.
Construction site managers: Track incoming materials, delivery locations and storage requirements to keep sites organized and safe.
Manufacturing supervisors: Monitor material availability to support uninterrupted production and coordinate replenishment with operational demand.
Procurement specialists: Manage suppliers, unit costs and order quantities using a centralized, up-to-date materials record.
Cost estimators: Reference quantities and unit costs to develop accurate budgets and forecast material-driven expenses.
Warehouse or storage managers: Plan space, handling methods and storage conditions based on delivery schedules and material specifications.
Engineers and designers: Specify grades, standards and material requirements clearly to ensure compliance and performance.
Operations managers: Oversee material flow across projects or production lines to reduce waste and improve coordination.

How to Use ProjectManager’s Material List Template for Excel

This template provides a practical framework for organizing costs, tracking spending and adjusting assumptions, helping teams maintain financial control while responding to changes throughout planning and execution across complex projects.

1. Define Materials and Technical Specifications

Begin by listing each required material along with a clear description and technical specifications. Including grades, standards and dimensions ensures accuracy, supports compliance and prevents mismatches between what is ordered, delivered and ultimately installed or used during production.

2. Assign Trade Categories and Units of Measurement

Next, categorize materials by trade or discipline and confirm the correct unit of measurement. This structure helps standardize quantities, simplifies coordination across teams and avoids confusion when aggregating materials sourced from different suppliers or work areas.

3. Estimate Required Quantities Carefully

Populate the required quantity column using drawings, bills of materials or production forecasts. Accurate quantity estimates reduce waste, limit emergency purchases and provide a reliable foundation for cost calculations and procurement planning across the project lifecycle.

Required quantity material list template

4. Enter Unit Costs to Calculate Total Material Costs

Input unit costs for each material to automatically calculate total costs. This step transforms the template into a budgeting tool, allowing teams to understand cost drivers and assess the financial impact of quantity or specification changes.

Unit and total material costs in material list template

5. Add Supplier and Vendor Information

Record supplier or vendor details for each item to centralize procurement information. This makes it easier to coordinate orders, compare pricing, manage relationships and quickly identify points of contact when issues arise.

Supplier and vendor information material list template

6. Schedule Delivery Dates and Locations

Specify required delivery dates and delivery locations to align materials with construction sequencing or production schedules. Proper timing minimizes site congestion, reduces storage strain and helps prevent delays caused by late or early deliveries.

Delivery date and location material list template

7. Document Storage and Handling Requirements

Finally, note storage requirements such as indoor, outdoor or protected conditions. Planning for storage upfront supports material quality, improves site organization and reduces damage, rehandling and safety risks during execution.

Storage requirements material list template

How to Manage Project Materials with ProjectManager

ProjectManager bridges planning and execution for your materials. Include materials in your plan through task assignments as costs. Then, track performance, manage disruptions and communicate clearly to ensure your materials are properly managed at every project phase.

Log Material Shortages in the RAID Log

No projects go exactly as planned. If there are material shortages, delivery delays or quality issues, you can log them directly in ProjectManager as risks or issues. Use the risk card to assign owners, set priorities and establish a mitigation plan. You can also track resolution and downstream impacts.

Real-time Dashboards to Visualize Material Performance

Key metrics are easier to track when they’re visual. ProjectManager’s dashboards on a project and portfolio level allow you to track six key project metrics visually, providing insights on budget health, progress, trends and more. These visuals, especially when paired with AI Project Insights, help you understand material performance at a glance.

What Other Project Management Templates Can Assist with Material Management?

We’ve created over 100 free project management templates for Excel, Word and Google Sheets. Here are some that can be used in conjunction with this material list template.