How do I track supplier price changes in Excel?

Keep all invoice lines in one table, sort by vendor, item, unit and date, and add a formula that compares each unit price with the previous row only when vendor, item and unit match, for example =IF(AND(A3=A2,B3=B2,D3=D2),(E3-E2)/E2,""). Shade anything above your threshold.

Why does my spreadsheet show price increases that aren't real?

Usually it's a unit or pack-size change (per case vs per pound, or a smaller case), a catch-weight item billed by actual weight, or a substitution. Compare only the same vendor, item and unit.

How often should I review vendor prices?

A short weekly check of anything that moved more than a few percent, plus a monthly look at your highest-spend items, catches most creeping increases.

PaperChore › Guides › Invoices

How to track vendor price increases (a simple spreadsheet method)

By the PaperChore team · Updated Oct 15, 2026

The short answer

Keep every invoice line in one price history table (vendor, item code, description, unit, unit price, invoice date). Sort by vendor, item, unit and date, then compare each price to the previous one for the same vendor, item and unit. Flag anything up more than a few percent and look at it weekly. Most false alarms come from unit or pack-size changes, so never compare a per-case price with a per-pound price.

Step 1: one table of prices

If you already keep a line items sheet, you have it. You need these columns: Vendor, Item code (or a consistent item name), Description, Unit, Unit price, Invoice date, Invoice number.

Use the vendor's item code when there is one. Descriptions drift ("TOMATO 25LB" vs "Tomatoes, 25 lb case"), but codes usually don't.

Step 2: sort, then compare with the row above

Sort by Vendor, then Item code, then Unit, then Invoice date (oldest first). Then add a Change column (say column H, with unit price in E):

=IF(AND(A3=A2,B3=B2,D3=D2),(E3-E2)/E2,"")

Format it as a percentage. It only compares a line with the previous one when the vendor, item and unit all match. Otherwise it stays blank. Add conditional formatting to shade anything above, say, 5%.

Prefer one row per item? A pivot table with Item in rows, month in columns and Average of Unit price as values shows the trend at a glance.

Step 3: rule out the false alarms

Unit or pack-size changes. A 6×#10 case vs a 4×#10 case, or per case vs per pound. Convert to a common unit before you compare, or treat it as a different item.
Catch-weight items. Meat and produce billed by actual weight vary invoice to invoice. Compare the price per pound, not the line total.
Substitutions. A different brand at a different price under a similar description.
Fees. Fuel surcharges, delivery minimums and split-case fees often rise separately from item prices. Track them as their own "items".

Step 4: a 15-minute weekly routine

Add the week's invoice lines.
Filter the Change column for anything above your threshold.
For each one, check the original invoice and note the reason (new price list, substitution, unit change).
List your top 10 items by spend and glance at their trend monthly. That's where a small increase costs the most.

What to do when a price really went up

Ask your rep. Sometimes it's a mistake or a lapsed contract price.
Check whether you have agreed pricing in writing, and compare it with what was billed.
Get a second quote for big-spend items. Even if you don't switch, it helps the conversation.
Adjust menu or product prices on data, not on a hunch.

Common questions

How do I track supplier price changes in Excel?: Keep all invoice lines in one table, sort by vendor, item, unit and date, and add a formula that compares each unit price with the previous row only when vendor, item and unit match, for example =IF(AND(A3=A2,B3=B2,D3=D2),(E3-E2)/E2,""). Shade anything above your threshold.
Why does my spreadsheet show price increases that aren't real?: Usually it's a unit or pack-size change (per case vs per pound, or a smaller case), a catch-weight item billed by actual weight, or a substitution. Compare only the same vendor, item and unit.
How often should I review vendor prices?: A short weekly check of anything that moved more than a few percent, plus a monthly look at your highest-spend items, catches most creeping increases.

Want it done for you? TallyThis builds this price history automatically from invoice PDFs and photos. It only reports a change when the vendor, item and billing unit all match, and it calls out unit changes separately so they aren't mistaken for price increases.

First 5 invoices free, then from $9 for 50. No subscription.

Try TallyThis →