Craft Fair and Market Vendor Tracker

About this template

This craft fair tracker is for makers and market vendors who sell at fairs, farmers markets and festivals and want to know which ones are worth booking again. It works out the real profit of each market day and keeps the rest of your books in the same workbook.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Profit per market, not takings

A good day of takings at a fair a long drive away is not the same as a good day. Takings less the pitch fee, less the stock you sold, less the drive is the only number that tells you whether to book it again. The Stalls tab works that out for every event. In the worked example, two of the twenty-four markets lost money.

Lines for a market stall business

The ledger opens on categories a maker business actually uses, not product sales and service income.

• Income lines: Market takings, Fairs and festivals, Online sales and Wholesale
• Expense lines: Stock and materials, Pitch and stall fees, Stall kit and Packaging, and more
• Mileage reasons: market, fair, supplier and storage, chosen from a drop-down

With pitch and stall fees on their own line, the expenses tab doubles as a booth fee tracker.

Twelve connected tabs

Start Here, Setup, Stalls, Income, Expenses, Inventory, Mileage, Monthly, Quarterly, Profit and Loss, Balances and Dashboard.

• 500 income rows and 500 expense rows
• An Inventory tab beside the ledger
• A mileage log with your own reasons and the year totaled
• Monthly and quarterly totals, which is how tax gets filed
• A profit and loss built from the same two lists
• Account balances, so the file knows what the business holds
• A dashboard that reads all of it

A worked year and a blank copy

The filled copy follows one maker through a year: 242 income entries and 414 expense entries at a 35.2% margin. The blank copy is ready for your own season, and the Start Here tab walks you through setup in a few minutes.

This is a bookkeeping spreadsheet, not an accountant. Tax rates and what you can claim are yours to set and yours to check.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• Two Excel workbooks: the filled example and a blank one
• The instruction guide, with one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready the moment payment clears, for personal and business use on your own devices. Please do not share or resell them. Questions? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel and Google Sheets?

Yes. The Excel workbooks run on Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

How does it tell me if a market was worth it?

The Stalls tab takes each event's takings and subtracts the pitch fee, the stock you sold and the drive, so you see the profit of that market rather than the takings.

Can I track online sales as well as markets?

Yes. Market takings, Fairs and festivals, Online sales and Wholesale are separate income lines.

Does it log travel to fairs?

Yes. The Mileage tab has reasons such as market, fair, supplier and storage, and totals the year.

Will it calculate my tax?

No. It gives monthly and quarterly totals and a profit and loss. Tax rates and what you can claim are yours to set and check.