A cold store does not sell goods. It sells space, time and temperature — and it bills for all three. The Cold Storage Management System Web App runs that whole business from one browser tab: the lot that came through the gate this morning, the chamber and rack it went onto, how full that chamber now is, what has been drawn out in part loads, what the chambers held overnight, and what the storage has earned.
It is a complete Google Apps Script web application — 22 modules, six roles and eighteen exportable reports — that runs on a Google Sheet you own. It ships as Code.gs + Index.html, deploys into your own Google account in about fifteen minutes, and seeds 26 sheets with roughly 12,000 demo rows so every screen, chart and report is populated the first time you sign in: 44 depositors, 12 chambers, 72 rack locations, 28 commodities, 9 tariff plans, 3,240 temperature readings and fifteen months of trading. No monthly fee, no per-seat licence, no vendor holding your ledger. Try the live demo below before you spend anything.
🚀 Try the Live Demo Before You Buy
We have deployed this web app in our own Google account so you can test every page, every role and every report — with real sample data — before purchasing. No signup, no email required.
🔑 Test Login Credentials
Sign in as admin to see every module including Settings, User Management and the Audit Log, then sign in again as storekeep to see how little a store keeper can reach — no rates, no invoices, no money at all. The role separation is the product. Six accounts are seeded and each one is worth ten seconds of your time.
These credentials are public on purpose. They are the seeded logins of a shared demo instance that resets periodically — not a customer’s live system. When you deploy your own copy you create your own accounts, and the first thing the Help page tells you to do is change every seeded password.
Key Features of the Cold Storage Management System Web App
- Lot-wise stock that always reconciles. Goods arrive as a lot with a lot number, a weight and a package count, into a named chamber and onto a rack location. Every release is a partial withdrawal against that lot, and the balance can never go negative — 197 lots and 2,06,380 packages are live in the demo.
- Rent computed, never typed. Storage rent is weight × days in store × the tariff slab, with a free period, a second slab, a long-stay rate and a minimum charge. Handling in and handling out are charged separately, and the insurance percentage recovers part of the declared value.
- Nine tariff plans across four charging bases — per MT per month, per quintal per month, per bag and per day — so seed potato, dairy, frozen foods, marine, pharma and ripening fruit each bill on the basis their trade actually uses.
- A temperature and humidity log with excursion control. Every chamber carries a set band; a reading outside it becomes an excursion that must be given a cause and an action and then closed. The demo shows 504 readings in the window at 99.2% compliance with one excursion still open.
- Twelve chambers, six chamber types. Cold room, deep freeze, ripening chamber, ante room, dock area and controlled atmosphere — each with its own set band, humidity range, capacity in tonnes and rack or bin locations inside it.
- An ageing profile that flags what has sat too long. Live stock splits into 0-30, 31-60, 61-90, 91-180 and 180+ day buckets, and the commodity master carries the safe storage days for every line, so 33 lots past the safe window are visible without anyone running a query.
- Plant and maintenance with the service clock on each machine. 28 compressors, condensers, evaporators and generators with running hours, last service, next due, breakdowns logged and cost — because a compressor failure in season destroys a season.
- Insurance and statutory licences with expiry countdowns — building, plant, stored goods, public liability, plus the FSSAI, factory, weights-and-measures, electrical and pollution-board consents, each with days remaining.
- Full rent-to-receipt money trail: invoices with tax, part payments, receipts by cash, cheque, transfer, UPI and demand draft, receivables ageing, and operating expenses split by category with electricity units and cost per MT stored.
- Six roles, enforced twice. The browser only draws the modules a role holds and the server refuses any endpoint the role is not entitled to, even if it is called directly. Roles are fully editable, and account lockout triggers after five failed sign-ins.
- Eighteen reports, every one filtered, charted, printable and exportable to CSV and Excel.
- A staged, idempotent setup that builds 26 sheets and about 12,000 rows, resumes automatically if it runs out of execution time, and skips any stage whose sheet already holds data.
What’s Inside the Cold Storage Management System Web App
| Group | Modules | What it does |
|---|---|---|
| Overview | Dashboard | Twelve KPI cards — chambers in service, space occupied, lots in store, live occupancy, rent billed, rent collected, outstanding, lots past free period, chambers out of band, equipment service due, lots ageing past limit — over a chamber board showing every chamber’s latest reading, set band and fill. |
| Storage operations | Depositors, Chambers & Racks, Commodity Master, Inward (Receipt), Outward & Delivery, Stock & Ageing | The farmers, traders, processors, exporters and distributors whose goods you hold; the chambers with their bands and 72 rack locations; the commodity master with the band and safe days each line needs; gate entry; delivery orders and the truck loads that actually left; and the live lot-wise balance with its ageing bucket and accrued rent. |
| Cold chain | Temperature Log, Plant & Maintenance, Insurance & Licences | Readings per chamber with a compliance percentage and printable log sheets; the refrigeration plant with service schedules, breakdowns and downtime; and every policy and statutory licence with its expiry. |
| Commercial | Rent & Billing, Tariff Plans, Payments & Receivables, Operating Expenses | Invoices raised from the rate card, the rate card itself, money received against those invoices with receivables ageing, and what it costs to keep the chambers cold — electricity first, then diesel, labour and spares. |
| People | Staff | Plant operators, supervisors, weighbridge clerks, loaders, security and the office, across seven departments and three shifts, with payroll totals. |
| Insights | Reports | Eighteen reports across storage, the cold chain, the plant and the money. |
| Administration | User Management, List Management, Settings, Audit Log | Accounts and per-module role permissions; 24 dropdown lists holding 161 values that drive every form; eight setting groups plus the database archive; and a log of every create, change, deletion, receipt, release, bill, sign-in and archive. |
| Support | Help, Get More Templates | A twelve-section in-app manual covering every module and a troubleshooting FAQ. |
The eighteen reports: Daily Inward Register, Daily Outward Register, Lot-wise Current Stock, Stock Ageing Analysis, Chamber Occupancy, Depositor Stock Statement, Commodity-wise Stock, Storage Rent Computation, Rent Invoice Register, Collection & Receipts, Receivables Ageing, Temperature Compliance, Excursion Register, Equipment Maintenance, Downtime Analysis, Operating Expense Analysis, Insurance & Licence Expiry, and Profitability Summary.
Cold Storage Management System vs. a Spreadsheet vs. Paid Cold Storage SaaS — Where This Fits
| What you need | Spreadsheet registers | This web app | Paid cold storage SaaS |
|---|---|---|---|
| Cost | Free | One payment, no renewal | Monthly, often per user or per chamber |
| Lot balance that cannot go negative | Manual, breaks on part loads | Enforced server side | Yes |
| Rent from weight × days × slab | Formulas someone must maintain | Computed from the rate card | Yes |
| Multi-user with real permissions | Sheet-level sharing at best | Six roles, enforced twice | Yes |
| Temperature log with excursion closure | A separate register nobody reconciles | Built in, with compliance % | Usually an add-on |
| Automatic capture from probes and data loggers | No | No — readings are entered or imported | Often yes, at a hardware cost |
| You own the source code | n/a | Yes — rebrand and extend it | No |
| Your data stays in your Google account | Yes | Yes | No — vendor hosted |
| Setup time | Weeks of building | About 15 minutes | Vendor onboarding |
Who This Template Is For — and Who It’s Not For
It is for independent and mid-size cold stores, potato and onion stores, controlled-atmosphere fruit stores, dairy and frozen-food chill facilities, marine and poultry deep-freeze units, ripening chamber operators, third-party cold chain warehouses that bill depositors for space, and agri-business operators who need a gate-to-invoice record without paying a monthly licence for each chamber.
It is not for anyone who needs automatic sensor capture, regulatory certification, or a validated pharmaceutical storage system. Stated plainly, so nobody buys the wrong thing:
- It is not a temperature monitoring device and does not connect to probes, data loggers, IoT sensors, BMS or SCADA. Readings are keyed in by staff or imported from a file. It will not alert you that a chamber is warming — it records that someone observed it.
- It does not make a facility compliant with FSSAI, HACCP, GDP, WHO-GDP, 21 CFR Part 11, ISO 22000 or any cold chain standard, and it is not a validated or qualified system for pharmaceutical storage. It stores the licence numbers and expiry dates you type into it; it does not obtain, renew or verify them.
- It does not read a weighbridge, a barcode scanner or a plant controller. Net weights are entered.
- It does not file GST returns, e-invoices or e-way bills. It prints a GSTIN and a tax line on an invoice; filing is your accountant’s job.
- It is not accounting software and does not replace your books. It is the storage ledger that feeds them.
- It runs on Google Apps Script, so it inherits Google’s execution quotas. It is built for a facility, not for a national network of hundreds of sites.
How to Use the Cold Storage Management System Web App
- Open the live demo above first. Sign in as
admin, then again asstorekeep, and decide in two minutes whether the role model matches how your store actually works. That is the cheapest test available to you. - Deploy your own copy. Create a Google Sheet, open Extensions > Apps Script, paste
Code.cs.txtintoCode.gs, add an HTML file named exactlyIndexand pasteIndex.txtinto it. Deploy as a web app, execute as Me, access Anyone. - Run setup once. Either press “Set up the database” on the sign-in card or run
setup()from the editor. It builds 26 sheets and about 12,000 seeded rows, and it is idempotent — running it again skips anything already populated. - Change every seeded password the day you go live, and create a login for each member of staff in User Management.
- Fill in Settings. Company name, address, GSTIN and FSSAI number, currency symbol and tax rate, cold chain tolerances and escalation deviation, printing size, the eight automatic emails, the five theme colours and the session and lockout rules.
- Set up your chambers, commodities and rate card — in that order. Capacity and set band per chamber, the band and safe days per commodity, then the Tariff Plans. Nothing bills correctly until the rate card is right, because rent is never a number anyone types.
- Add or import your depositors, then start receiving goods. From there the daily rhythm is: receive at the gate, log the temperature every shift, raise delivery orders against lots, bill rent on a fixed day each month, and close every excursion the same day with a real cause and a real action.
Real-World Use Cases
- A potato and onion store through the harvest peak. Seed Potato Programme and Seasonal Potato tariffs bill per quintal per month with 15 and 21 free days; the ageing profile shows what has passed its safe window before the depositor complains.
- A frozen foods and marine deep-freeze unit. Two deep-freeze chambers at −20 and −22 °C carry their own bands and their own tariff, and the excursion register makes any drift someone’s named responsibility.
- A ripening chamber operator billing per MT per day rather than per month, with the banana and pomegranate lines carrying a 14-16 °C band and a 25-day safe window.
- A third-party warehouse handing a depositor their statement. The Depositor Stock Statement prints lots in, lots out, balance and rent for one depositor — the single document that ends most arguments.
- A facility manager going into season. Three compressors past their service date and three pieces of equipment due are on the dashboard before the season starts, not after a breakdown costs 81 hours.
- A finance officer chasing money. Receivables ageing splits 35 depositors by how overdue they are, with the hard end of the ledger — over 90 days — on its own card.
Frequently Asked Questions
Can I try it before buying?
Yes — that is what the green box at the top of this page is for. The demo is a real deployment with all six roles seeded and a full database behind it. No signup and no email required.
Does it read my temperature sensors or data loggers?
No. Readings are entered by staff or imported from a file. If you need automatic capture from probes, this is not that product — and no amount of configuration will make it one.
Will this make my cold store FSSAI or HACCP compliant?
No. It is a record-keeping system. It stores your licence numbers and their expiry dates and reminds you when they are close; it does not obtain, renew or verify any licence, and it is not a validated system for pharmaceutical storage.
How is rent calculated?
Units × rate × time, where units come from the basis (quintals, tonnes or bags) and time is the days the lot actually spent in store after the free period. The rate steps down as the lot crosses the second slab and again at the long-stay threshold, and a minimum charge applies to very small or very short lots. Handling in, handling out and insurance recovery are separate lines.
Where does my data live?
In a Google Sheet in your own Google account. Nothing is sent anywhere else and nothing phones home. You can open the database spreadsheet directly from the Settings page at any time.
What if the database gets too big?
A cold store logs three temperature readings per chamber every day, so the archive exists for exactly this. It takes a full copy into Drive, registers it, then trims only closed transactions from the live file. Rent already billed is carried forward on to the depositor and the chamber, so the earnings history never changes, and master data, lots still in store, unpaid invoices, open excursions and open maintenance jobs are never touched.
Can I change the currency, the branding and the colours?
Yes. Settings > Financial holds the currency symbol, tax label and rate; Settings > Company holds the business name, address, GSTIN, FSSAI number and the footer printed on every document; Settings > Theme holds all five brand colours and the whole product re-skins at the next sign-in. The seeded demo is set up as an Indian facility, so the sample figures show ₹ — change the symbol once and every screen follows.
Do I need to know how to code?
No. Deployment is copy, paste, deploy — the included user manual walks through it with screenshots. You do own the source, so a developer can extend it later if you want to.
How many users can it have?
As many as you like, with no per-seat cost. Six roles ship configured and you can add more or re-tick the module permissions on the ones you have.
About the Author
Built by NextGenTemplates.Com, which has published hundreds of production-ready Google Apps Script management systems, Excel and Power BI dashboards, and Google Sheets trackers. Every web app is delivered as working code with a seeded database, a full Word user manual and a deployment walkthrough — no subscriptions, no per-seat fees, and yours to rebrand.
Explore Related Templates
- Cold Chain Logistics Dashboard in Power BI — the analytics companion, if you want the movement and temperature picture as a report rather than a system.
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- Building Material Supplier Management System Web App — the same architecture applied to bulk stock and delivery.
- Cloud Kitchen Management System Web App and Catering Business Management System Web App — neighbouring food-trade systems built the same way.
- Browse every NextGenTemplates management system →<
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