The Food Delivery Log Data Entry System in Excel is a macro-enabled workbook with a 7-field order form, 4 VBA buttons, 4 live stat cards and 3 dropdown lists holding 30 values – 12 restaurants, 10 drivers and 8 order statuses. Every saved order gets an automatic Record ID in the FDL-0001 series and an Entry TimeStamp, and the records table has formatted, dropdown-ready rows for 200 orders.
Plenty of small restaurants and takeaways that run their own drivers still write deliveries on a clipboard sheet by the pass. It works until someone asks how many orders went out tonight, which driver took the order that was cancelled, or what is still pending, and the answer means reading through scribbled lines. This walkthrough covers every sheet, exactly what each stat card counts, and the limits worth knowing before you set it up for your own kitchen.
What the Food Delivery Log in Excel Does
It is an .xlsm workbook with four sheets. You type an order into a form, click Add, and the order drops into a records table with its Record ID and timestamp. There is nothing to install, nothing to sign into and no subscription. Four cards beside the form recount themselves as orders are added, updated or deleted.
It is deliberately small, so here is a plain explanation of the scope: this is a record of delivery orders you have handled. It does not dispatch drivers, plan routes, track riders with GPS, estimate delivery times, take payments or notify customers. There is no field for the delivery address, the delivery fee, tips or driver pay. The six sample customers, restaurants, drivers and figures are fictional.
Key Features
- Seven-field form: Order ID, Customer Name, Restaurant, Driver, Delivery Date, Order Amount and Status.
- Four VBA buttons: Add, Update, Delete (with a confirmation that shows the Record ID) and Reset.
- Eight order statuses: Pending, Preparing, Out for Delivery, Delivered, Cancelled, Refunded, Delayed and On Hold.
- Double-click to edit: the row loads into the form and the macro remembers its ID, so Update finds it wherever it sits.
- Dropdowns in two places: on the form and on table rows 15-214, all reading the Setting sheet.
- Linked-picture stat cards: the cards on Data Entry are pictures of formula cards on Setting, so restyling one restyles both.
- Unlocked: no sheet protection and no VBA password.
Sheets Explanation
Data Entry sheet
The four stat cards, the form and the four buttons sit across the top. Below them the table holds S.No., Record ID, Order ID, Customer Name, Restaurant, Driver, Delivery Date, Order Amount, Status and Entry TimeStamp. With the samples loaded the cards read 6 total orders, $194 total revenue, 3 delivered orders and 1 pending order.
Setting sheet
Three lists drive every dropdown: Restaurant List (Bella Italia Pizzeria, Golden Dragon Chinese, Taco Fiesta, Burger Barn, Sushi Central, Curry House, Green Bowl Salads, The Sandwich Stop, Grill Master BBQ, Sweet Treats Bakery, Noodle Nook, Cafe Corner), Driver List (ten sample driver names) and Status List (Pending, Preparing, Out for Delivery, Delivered, Cancelled, Refunded, Delayed, On Hold). The four formula cards live here too.
How To Use sheet
Short instructions for entering, updating and deleting records, how the stat cards update, how to edit the lists and how to enable the macros on first open.
What the Four Stat Cards Count
These are the real formulas on the Setting sheet, read from the workbook itself:
| Card | Formula | What it means |
|---|---|---|
| Total Orders | COUNTA('Data Entry'!$C$15:$C$1048576) | Counts the Order ID column. Add refuses a blank Order ID, so this counts every logged row, Cancelled and Refunded included. |
| Total Revenue | SUM('Data Entry'!$H$15:$H$1048576) | Every Order Amount whatever the Status – Pending, Out for Delivery, Cancelled and Refunded included. |
| Delivered Orders | COUNTIF('Data Entry'!$I$15:$I$1048576,"Delivered") | Orders whose status is exactly Delivered. |
| Pending Orders | COUNTIF('Data Entry'!$I$15:$I$1048576,"Pending") | Orders whose status is exactly Pending. |
Total Revenue is logged, not delivered or collected. The samples total $194.10 (the card shows $194), but only $122.85 comes from the three Delivered orders; the $29.60 cancelled order, the $22.75 pending order and the $18.90 order still out for delivery make up the rest. For delivered revenue only, replace Setting!I13 with this SUMIFS formula:
=SUMIFS('Data Entry'!$H$15:$H$1048576,'Data Entry'!$I$15:$I$1048576,"Delivered")Delivered plus Pending will not equal the order count. Only two of the eight statuses have a card, so on the samples 3 + 1 falls short of 6. Add =COUNTIF('Data Entry'!$I$15:$I$1048576,"Delayed") as a fifth card if you want to see late orders. A Cancelled or Refunded order also stays inside Total Revenue until you delete it or switch to a status-filtered formula.
Order Amount is typed. There are no item, quantity, delivery fee, tip or tax fields, and the macro copies the Order Amount box straight into column H. Work out the order value first, then log the final figure.
The lists do not grow on their own. How To Use says every dropdown updates when you add rows, but the named ranges are fixed – RestaurantList is Setting!$A$3:$A$14, DriverList $C$3:$C$12, StatusList $E$3:$E$10 – and all three are full. Insert a row inside a list to add a value, or redefine the name as =OFFSET(Setting!$A$3,0,0,COUNTA(Setting!$A$3:$A$100),1).
No per-driver totals. There is no card for orders by driver or by restaurant. Filter the Driver column, or add a card such as =COUNTIFS('Data Entry'!$F$15:$F$1048576,"Maria Lopez",'Data Entry'!$I$15:$I$1048576,"Delivered").
How the Buttons Behave – Details From the Macro
- Add only insists on Order ID, and it does not check whether that Order ID is already in the table. A blank or unreadable Delivery Date is saved as today’s date, so always type it.
- Record IDs are the highest existing number plus one. Deleting an older order never causes a repeat, but if you delete the newest order, the next order you add reuses its Record ID.
- Update rewrites every field, including the Entry TimeStamp, so the timestamp shows when an order was last saved rather than first logged.
- Delete removes the whole worksheet row, so the formatted, dropdown-ready block (rows 15-214) shortens by one row each time.
Excel Workbook vs. Paper Delivery Sheet vs. Delivery Software – Feature Comparison
| Feature | Food Delivery Log workbook (Excel) | Paper delivery sheet | Delivery management software |
|---|---|---|---|
| Cost | $6.99 one-time (regular $11.99) | Cheap, nothing adds up for you | Recurring monthly subscription |
| Platform | Excel for Windows desktop | Pen and clipboard | Vendor app or browser |
| Setup time | About 10 minutes | None | Days of onboarding |
| Entry form with Add / Update / Delete | Yes, VBA | No | Yes |
| Filter by date, driver, restaurant or status | Yes | No | Yes |
| Driver dispatch, live GPS tracking, customer notifications | No | No | Usually |
| Real-time team collaboration and mobile access | No | No | Yes |
| Customizable lists and fields | Fully unlocked | Yes | Vendor settings only |
| Year-1 cost at 5 users | One purchase per user, no renewal | Paper | Subscription x 12 months |
For a restaurant or small kitchen running its own drivers that wants a searchable record of what went out and to whom, this workbook sits in the sweet spot.
Who Should Use This Template
Perfect for:
- Small restaurants, takeaways and cloud kitchens delivering with their own drivers
- Shift managers who want delivered and pending orders at a glance
- Owners comfortable in Excel who want a file they fully control
Not a fit if:
- You need driver dispatch, route planning, live rider tracking, delivery-time estimates, online ordering or payment collection
- You must record addresses, delivery fees, tips or driver payouts
- Your team works on Mac, in a browser or in Google Sheets, or needs several people editing at once
Real-World Use Cases
A family pizzeria with three drivers logs each order as Pending, switches it to Out for Delivery when the driver leaves and to Delivered on return, then filters the Driver column at closing to see who took which orders.
A cloud kitchen running several brands lists each brand in the Restaurant dropdown, so one log covers every kitchen and a filter shows the orders for one brand.
A takeaway owner adds a Delayed card and switches Total Revenue to the Delivered-only formula, so the top of the sheet separates late orders and completed revenue from everything else.
Advantages
- One purchase, no subscription and no per-user fee.
- Ten minutes from download to the first real order.
- Update and Delete work by Record ID, so sorting or filtering the table does not break them.
- Everything is visible and editable – formulas, lists and macro.
Opportunities for Improvement
- A delivered-only revenue card, and cards for Out for Delivery, Delayed, Cancelled and Refunded.
- Orders-by-driver and orders-by-restaurant summaries.
- Delivery time, delivery fee and address columns for businesses that need them.
- Self-extending dropdown lists to match what How To Use promises.
- A duplicate Order ID warning, date validation that refuses a blank date, and Record IDs that are never reused.
- Keeping the first Entry TimeStamp on Update, perhaps with a separate Last Updated column.
Best Practices
- Always add orders through the form so every row gets a Record ID; rows typed straight into the table cannot be loaded back with a double-click.
- Rewrite the Restaurant and Driver lists before you enter real orders, inserting rows inside each block.
- Amounts are formatted in US dollars – change the number format on column H and the Total Revenue card for your own currency.
- Keep a dated backup copy on a secured PC, because the file holds customer and driver names, and avoid adding phone numbers or addresses you do not need.
Macros and Compatibility
Macros must be enabled and Windows desktop Excel is required. On first open click Enable Content; Microsoft’s guide to enabling macros in Microsoft 365 files covers the security bar, and its note on macros from the internet being blocked explains the Unblock checkbox.
Explore Relevant Templates
If you like this format, the Restaurant Order Data Entry System in Excel applies the same form-and-buttons build to restaurant orders, the Tiffin Subscription Data Entry System in Excel handles scheduled meal deliveries, and the Online Order Tracker Data Entry System in Excel does the same for online shop orders. For charts on top of delivery numbers, read the Food Delivery Dashboard in Excel and Food Delivery Dashboard in Power BI walkthroughs.
In the store, the Cloud Kitchen Management System Web App suits kitchens that have outgrown a simple log, and the Restaurant POS Web App is the option if you need billing at the counter.
Frequently Asked Questions
What does the Food Delivery Log Data Entry System in Excel record?
One row per order: Order ID, Customer Name, Restaurant, Driver, Delivery Date, Order Amount and Status, plus an automatic Record ID and Entry TimeStamp. Four cards show total orders, total revenue, delivered orders and pending orders.
Can it track drivers live or plan routes?
No. It is a log, not a dispatch or GPS system. The Driver column records who took each order and you can filter by it, but nothing shows where a driver is.
How long does setup take?
About ten minutes. Enable macros, replace the sample restaurants and drivers on the Setting sheet, delete the six sample rows and start adding orders. Nothing needs installing.
Do I need to know VBA?
No. The Add, Update, Delete and Reset buttons are already wired. VBA only matters if you want to change what a button writes, such as adding a Delivery Fee field.
Why is Total Revenue higher than the orders I have delivered?
The card adds every Order Amount whatever the Status. On the samples it shows $194 against $122.85 from Delivered orders. Swap in the SUMIFS formula above to count Delivered orders only.
How does it compare to delivery management software?
Delivery software handles dispatch, live tracking, customer notifications and payments for a monthly fee. This is a one-time $6.99 Excel file that records which order went to which customer, from which restaurant, with which driver, for how much and where the order stands.
About the Author
Built by PK – Microsoft Certified Professional with 15+ years of Excel, Google Sheets and Power BI experience. Founder of NextGenTemplates, reaching 300K+ subscribers across YouTube channels. Every template is hand-built and tested before release.
Conclusion
This workbook turns a clipboard delivery sheet into a table you can sort and filter by driver, restaurant or status, with four numbers on top that keep themselves current. Know what those numbers count – logged rather than delivered revenue, a typed Order Amount and two statuses out of eight – and always type the delivery date, and it will not surprise you.
Click here to Purchase the Food Delivery Log Data Entry System in Excel – $11.99, currently $6.99.
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Last updated: September 2026
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