Free · Excel & Google Sheets
Free Brewery License Calendar & Tracker (Excel & Google Sheets)
A free spreadsheet for US breweries and taprooms: one row per license per location, tagged Federal, State or Local, with the renewal-opens date, days left, fee, bond and a named owner and backup. A Federal dates sheet lists verified FDA and TTB deadlines with official links, and the Dashboard counts what is due at each location.
In the file
6 sheets · 183 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Licenses
- Federal dates
- Dashboard
- Import to ExpiryEdge
- Lists
Prefer a plain list? The CSV (2 KB) has the same columns and example rows, without formulas or colors.
Preview
The tracker sheet, with example rows
This is the color logic the spreadsheet uses. Move the date to see which rows turn amber or red next.
brewery-license-calendar.xlsx
| License / filing | Location | Expiry / due date | Start renewal by | Days left | Status |
|---|---|---|---|---|---|
| Example – TTB Brewer’s Notice (review) | Brewery | Jan 15, 2027 | Dec 16, 2026 | 109 | OK |
| Example – FDA food facility registration | Brewery | Dec 31, 2026 | Dec 1, 2026 | 94 | OK |
| Example – Brewer’s bond | Brewery | Mar 1, 2027 | Sep 2, 2026 | 154 | OK |
| Example – State manufacturer license | Brewery | Mar 31, 2027 | Jan 30, 2027 | 184 | OK |
| Example – Taproom pouring license | Taproom 1 | Dec 31, 2026 | Dec 1, 2026 | 94 | OK |
| Example – Business certificate (DBA) | Taproom 1 | Nov 20, 2026 | Oct 6, 2026 | 53 | Due ≤90 days |
| Example – Entertainment license | Taproom 2 | Oct 31, 2026 | Sep 16, 2026 | 33 | Due ≤90 days |
| Example – Food service permit | Taproom 2 | Sep 30, 2026 | Aug 16, 2026 | 2 | Due ≤30 days |
1 due ≤30 days, 2 due ≤90 days, 5 OK. The example dates are fixed, so as real time passes more of them turn amber and red: that is the formula working.
How to use it in 3 steps
Name your locations
On the Lists sheet, replace Brewery, Taproom 1 and Taproom 2 with your own sites. They become the Location dropdown and the Dashboard rows.
Add every license once per location
Federal first (Brewer’s Notice, FDA registration, bond), then state and local. Copy each expiry from the license, and the renewal-opens date if the agency publishes one.
Check the Dashboard every Monday
It counts what has expired or is due in 30 and 90 days, per location, and lists the next 10 dates. The Next step column says START NOW once a renewal should begin.
What’s inside
- Start here
- How to use it in three steps, the colour key and what every column means.
- Licenses
- Brewery licenses and filings (one row per license per location). Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Federal dates
- Verified federal dates (FDA renewal window, TTB excise returns, July 1 stockholder list) with official links, plus a bond calculator and an excise due-date calculator.
- Dashboard
- Counts by status and the next 10 dates, as of today.
- Import to ExpiryEdge
- The same rows in the ExpiryEdge bulk-import columns, filled by formula.
- Lists
- The options behind every dropdown. Add your own.
Open it in Google Sheets
There is no shared Google copy to request access to. You import the same file, so you own your copy from the start.
Download the .xlsx
Use the button above. It saves straight to your computer.
Import it into a blank Google Sheet
Open Google Sheets, create a blank spreadsheet, then choose File › Import › Upload and pick the file. Select "Replace spreadsheet".
Check the dates
Formulas, dropdowns and status colors carry over. If your Google account uses a different locale, dates show in that format, which is fine: they are real dates underneath.
Columns explained
Type in the input columns. Calculated columns fill themselves. Columns marked required are the ones the import sheet needs.
| Column | What to enter | Type |
|---|---|---|
| License / filing | Pick a common one or type your own, e.g. "State manufacturer license". One row per license per location. | Input · required |
| Issuer | The agency that issues or renews it (TTB, FDA, state alcohol agency, city or town clerk). | Input |
| Level | Federal, State or Local. Filter on it to give each level its own owner. | Input |
| Number | License, permit or registration number as printed. | Input |
| Location | Which site it covers. Edit the location names on the Lists sheet; the Dashboard counts each one. | Input |
| Cycle | How it renews, for reference. Copy the real dates from the document or the agency. | Input |
| Expiry / due date | Expiry or due date from the license or the agency. For items with no expiry (such as a TTB Brewer’s Notice), enter your own review date. | Input · required |
| Renewal opens | When the agency’s renewal window opens, if it publishes one (FDA: October 1 of even years). Leave blank to use the lead time instead. | Input |
| Lead time (days) | Used only when "Renewal opens" is blank: days before expiry to start. Leave blank for 60 (a working buffer, not a rule). | Input |
| Start renewal by | Calculated. The renewal-opens date if you entered one, otherwise expiry minus the lead time. | Calculated |
| Days left | Calculated: expiry minus today. Negative once it has passed. | Calculated |
| Status | Calculated. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Next step | Calculated. START NOW once the start-by date has arrived; Prepare documents inside 90 days. | Calculated |
| Fee | Renewal fee in dollars, from the last notice. 0 if free. | Input |
| Bond required? | Does this license need a bond? Track the bond itself as its own row with its own expiry. | Input |
| Owner | One named person who renews it. | Input |
| Backup owner | Who covers when the owner is away. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Priority | Low, Medium or High. Matches the ExpiryEdge priority field. | Input |
| Proof link | Link to the certificate, the renewal receipt and a photo of the posted license. | Input |
| Notes | Anything the next person needs to know. | Input |
When a spreadsheet stops being enough
For a handful of dates and one careful owner, this template is all you need. These are the signs it has become the wrong tool.
Sign 1
More than one person owns the dates
When several people add rows, dates get typed as text, copies drift apart and nobody is sure which file is current.
Sign 2
Reminders depend on someone opening the file
The status turns red whether or not anyone is looking. If the person who checks it is on leave, the date passes quietly.
Sign 3
You need to prove what happened
An audit, insurer or inspector may ask who was told, when, and where the certificate is. A spreadsheet does not keep that history.
When you would rather not remember
What this looks like when it runs itself
The same row, tracked for you: an owner, reminders at 90, 60, 30 and 7 days by email, SMS, WhatsApp, Slack or Teams, the document on file and a log of who did what. The "Import to ExpiryEdge" sheet in this template is already laid out for Bulk Import, so moving across is one upload.
Try it with your own dates, free for 14 days, no cardExpiryEdge · Tracked item
FDA food facility registration · Brewery
ValidOwner
Operations manager
Expires
Dec 31, 2028
Reminders before expiry
90d
60d
30d
7d
Due
Brewery license calendar: questions, answered
The general tracker suits any business. This one adds what breweries need: a Federal / State / Local level, a location list with counts per taproom, the date each renewal window opens, bond and backup-owner columns, and a sheet of verified federal dates for FDA and TTB.
Only dates confirmed on the official page: the FDA food facility registration renewal window (October 1 to December 31 of even-numbered years, under 21 CFR 1.230), TTB excise return due dates from TTB’s published table, and the July 1 stockholder list (27 CFR 25.74). Each row has its source link and the date we last checked it.
Enter your own review date as the expiry, so the row comes up for a check. TTB sets no renewal date for the Brewer’s Notice, but 27 CFR 25.71 requires an amended notice within 30 days of most changes, so the review is when you confirm officers, names and premises still match.
Yes. Click the filter arrow on the Location column and pick a site. The Dashboard also counts expired and due items for every location you list on the Lists sheet.
Yes. Open a blank Google Sheet, choose File › Import › Upload, pick the .xlsx and select "Replace spreadsheet". The formulas use only functions that Google Sheets, Excel and LibreOffice all support (no FILTER, SORT or XLOOKUP), so the status colours, dropdowns and dashboard carry over. The Excel table styling becomes a plain range with filters.
No. A spreadsheet only changes when someone opens it, so the colours are only as good as your habit of checking. Put a weekly calendar slot on it, or move the licenses into a tool that sends the reminders for you.
It is the same rows laid out in the ExpiryEdge bulk-import columns (name, expiry_date, type and so on), filled in by formula. You can ignore it. If you ever move the list into ExpiryEdge, upload the file in Bulk Import and pick that sheet, or save the sheet as CSV. Nothing is sent anywhere by the file itself.
A free template, not legal advice. It tracks the dates you enter; it does not decide which licenses apply to you. Check requirements against the official source for your situation.