Smoker Fuel and Rub Inventory Tracker
Track propane tanks, charcoal bags, hardwood pellets, smoking wood, dry rubs, and BBQ sauces with a fillable inventory sheet. Five sections, columns for on-hand, last refill or mix date, reorder threshold, brand or recipe source, notes, and a Got-it check. Black-and-white printer friendly with Canadian retailer references.
Pair with the Propane vs Charcoal vs Pellet Cost Calculator to compare fuel cost, the BBQ Rub and Sauce Mixing Ratios tool to scale a fresh rub batch, and the How to Season and Maintain a Smoker guide for off-season storage of fuel and accessories.
Smoker Fuel and Rub Inventory Tracker
Five sections (fuel, wood, rubs, sauces, reorder thresholds). Fill in on-hand counts, last refill or mix dates, reorder thresholds, brand or recipe source, and notes. Spot-check monthly during heavy season, quarterly the rest of the year. Lb shown with kg in parens.
Fuel (propane, charcoal, pellets)
| Item | On hand | Last refill | Reorder at | Brand / supplier | Notes | Got it |
|---|---|---|---|---|---|---|
| Propane 20 lb / 9 kg tank (primary) | 1 full | Always keep one full reserve tank | ||||
| Propane 20 lb / 9 kg tank (reserve) | 0 | Independent station refill is cheapest | ||||
| Propane 1 lb / 450 g cylinders (portable) | 1 | For portable grill / camp stove | ||||
| Charcoal briquettes (16 to 20 lb / 7 to 9 kg bag) | 1 bag | Kingsford, Royal Oak, generic | ||||
| Lump charcoal (16 to 20 lb / 7 to 9 kg bag) | 1 bag | Royal Oak Lump, Maple Leaf, B&B | ||||
| Pellets - hickory (20 lb / 9 kg bag) | 1 bag | Heavy pork and beef smoke | ||||
| Pellets - oak (20 lb / 9 kg bag) | 1 bag | All-purpose; brisket favorite | ||||
| Pellets - apple (20 lb / 9 kg bag) | 1 bag | Pork, poultry, mild smoke | ||||
| Pellets - cherry (20 lb / 9 kg bag) | 1 bag | Color and mild fruit smoke | ||||
| Pellets - pecan (20 lb / 9 kg bag) | 1 bag | Pork, poultry; richer than apple | ||||
| Pellets - mesquite (20 lb / 9 kg bag) | 1 bag | Beef only; use sparingly | ||||
| Pellets - competition blend (20 lb / 9 kg bag) | 1 bag | Hickory + maple + cherry mix | ||||
| Fire starters (cubes or chimney) | 1 box | Weber cubes, paraffin, chimney |
Wood (chunks and chips)
| Wood type | Chunks on hand | Chips on hand | Reorder at | Brand / supplier | Pairing notes | Got it |
|---|---|---|---|---|---|---|
| Hickory | 1 bag each | Pork, beef; the workhorse | ||||
| Oak (white or post oak) | 1 bag each | Brisket, beef, all-purpose | ||||
| Apple | 1 bag each | Pork, poultry; mild fruit | ||||
| Cherry | 1 bag each | Color, color, color; all meats | ||||
| Pecan | 1 bag | Pork shoulder; richer apple | ||||
| Mesquite | 1 bag | Beef only; never poultry | ||||
| Alder | 1 bag | Salmon, fish; very mild | ||||
| Maple | 1 bag | Poultry, pork; sweet mild | ||||
| Peach | 1 bag | Pork, poultry; sweet fruit |
Wood chunks last 30 to 60 minutes per chunk in a smoker; chips burn through in 10 to 20 minutes (best in a foil pouch or smoker box).
Rubs (homemade and store-bought)
| Rub name / style | Jars on hand | Last mixed | Reorder at | Source (brand or recipe) | Notes | Got it |
|---|---|---|---|---|---|---|
| House rub - medium (signature) | 1 jar | Homemade per recipe | 30 % salt, 25 % brown sugar, 18 % paprika, 8 % pepper, etc. | |||
| House rub - mild (kid-friendly) | 1 jar | Homemade per recipe | No cayenne; 28 % brown sugar | |||
| House rub - bold | 1 jar | Homemade per recipe | 6 % cayenne, 12 % pepper | |||
| Memphis-style rub | 1 jar | Paprika and pepper heavy; ribs | ||||
| Kansas City rub | 1 jar | Sweet; pork shoulder | ||||
| Texas SPG (salt + pepper + garlic) | 1 jar | Coarse; brisket and beef ribs | ||||
| Carolina rub (vinegar-friendly) | 1 jar | Higher pepper; pork shoulder | ||||
| Poultry rub (mild) | 1 jar | Lower sugar; chicken / turkey | ||||
| Commercial rub - favorite #1 | 1 jar | Killer Hogs, Meat Church, Diana's, etc. | ||||
| Commercial rub - favorite #2 | 1 jar | |||||
| Commercial rub - favorite #3 | 1 jar |
Date every jar when mixed or opened. Homemade rubs keep 6 months sealed in a cool dark pantry; 12 months vacuum-sealed.
Sauces (homemade and store-bought)
| Sauce style | Bottles / jars on hand | Use by | Reorder at | Brand or recipe | Notes | Got it |
|---|---|---|---|---|---|---|
| Kansas City (thick, sweet, tomato) | 1 bottle | Sweet Baby Ray's, KC Masterpiece, Diana's | ||||
| Eastern NC vinegar (thin, sharp) | 1 bottle | Scott's, George's, Bone Suckin' Thicker | ||||
| Carolina mustard (yellow, tangy) | 1 bottle | Maurice's Piggie Park, Lillie's Q, Bone Suckin' Mustard | ||||
| Alabama white (mayo, sharp) | 1 bottle | Big Bob Gibson, Bone Suckin' Alabama White - 5 to 7 day fridge life homemade | ||||
| Texas hot sauce (red pepper) | 1 bottle | Tabasco, Cholula, Texas Pete | ||||
| Sweet glaze (honey, brown sugar) | 1 bottle | For ribs and chicken wings | ||||
| Asian / Korean BBQ (gochujang, soy) | 1 bottle | Bibigo, Bachan's, homemade | ||||
| House sauce signature | 1 jar | Homemade per recipe | Date when mixed; 2 to 4 wk fridge |
Commercial sauces with preservatives keep 6 to 9 months opened in the fridge; homemade keeps 2 to 4 weeks (5 to 7 days for mayo-based Alabama white).
Reorder thresholds and supplier notes
| Category | Typical reorder point | Preferred US retailers | Preferred Canadian retailers |
|---|---|---|---|
| Propane 20 lb / 9 kg tank | Always keep 1 full reserve | Independent station (cheapest), AmeriGas, Blue Rhino, Costco | Superior Propane, Budget Propane, Canadian Tire, Home Hardware, Co-op |
| Charcoal briquettes | 1 bag, restock at 1 | Walmart, Costco, Home Depot, Lowe's, Ace Hardware | Canadian Tire, Home Hardware, Costco Canada, Co-op |
| Lump charcoal | 1 bag, restock at 1 | Royal Oak Lump at Home Depot, B&B at Walmart, Big Green Egg dealers | Canadian Tire (Royal Oak), Maple Leaf at Home Hardware, BBQ specialty stores |
| Pellets (single flavor) | 1 bag, restock at 1 | Pit Boss at Walmart, Traeger direct, Costco, Home Depot | Canadian Tire (Pit Boss, Traeger seasonal), Costco Canada, BBQ World, Lowe's Canada |
| Wood chunks and chips | 1 bag per flavor | Home Depot, Lowe's, Ace, BBQ Guys, Amazon | Canadian Tire, Home Hardware, BBQ specialty stores, Amazon.ca |
| Dry rubs (homemade ingredients) | 2 weeks of mixing supply | Walmart, Costco, grocery, McCormick direct | Bulk Barn (best price loose), Sobeys, Loblaws, Real Canadian Superstore, Costco Canada (Club House brand) |
| BBQ sauces (commercial bottles) | 1 bottle per favorite style | Walmart, Kroger, Whole Foods, Amazon | Loblaws (Diana's), Sobeys, Metro, Canadian Tire (Bone Suckin'), Costco Canada |
Canadian-specific notes: charcoal bags at Canadian Tire are often smaller (8 lb / 3.6 kg) than the US-standard 16 lb (7.3 kg); confirm bag weight before comparing prices. Bulk Barn sells loose spices at 30 to 50 percent off pre-packaged grocery prices and is the cheapest source for homemade rub ingredients in Canada.
Tank expiry and safety checks
| Item | Last checked | Status | Action by | Notes | Done |
|---|---|---|---|---|---|
| Propane tank #1 - collar date stamp (10 yr expiry) | Refill stations will refuse expired tanks | ||||
| Propane tank #2 - collar date stamp | |||||
| Propane regulator condition (no cracks, soft hose) | Replace every 5 to 10 years | ||||
| Soap-and-water leak test on connections | Every spring open-up; bubbles = leak | ||||
| Storage location dry, ventilated, no ignition sources | Never store propane indoors |
Notes & observations
Frequently Asked Questions
How much fuel should I keep on hand for the grilling season?
For an average suburban griller (6 to 10 cooks per month, 2 to 3 hours each): 2 full 20 lb (9 kg) propane tanks on hand at all times so you are never out mid-cook, 2 to 3 bags of charcoal or pellets in reserve, and 1 to 2 bags of flavor wood chunks (hickory, apple, cherry are the safe defaults). Serious smokers double those numbers. Restock when one tank or bag is empty rather than waiting for both to run out; reorder thresholds in the tracker drive this rule.
How long do dry rubs and BBQ sauces actually keep?
Sealed homemade dry rubs: 6 months in a cool dark pantry, 12 months vacuum-sealed. The spices fade rather than spoil; salt and sugar are stable. Commercial rubs: check the label, typically 1 to 2 years. Vinegar and tomato-based sauces (Eastern NC, Kansas City, Carolina mustard) in sealed bottles: 12 to 18 months unopened, 1 to 3 months refrigerated after opening (homemade) or 6 to 9 months opened (commercial with preservatives). Mayo-based sauces (Alabama white): 5 to 7 days refrigerated for homemade, 2 to 3 months for commercial. Mark a "mixed" or "opened" date on every container.
Where do I refill propane tanks in Canada?
Independent propane stations (Superior Propane, Budget Propane, ICY Propane) typically run CAD 18 to 28 for a 20 lb (9 kg) refill, cheaper than tank-exchange cages at Canadian Tire, Home Hardware, or Co-op (which run CAD 28 to 35 per swap). Many independent dealers are co-located with farm-supply stores or fuel stations in smaller towns. Bring your own tank for refill (lighter, lasts longer than exchanged tanks which are often overfilled then bled). Tanks expire after 10 years; check the date stamp on the collar before refilling.
How should I store wood chunks and pellets through humid weather?
Wood chunks tolerate humidity reasonably well but lose smoke output if soaked for weeks. Store in plastic bins with loose-fitting lids in a covered shed or garage. Pellets are highly hygroscopic and will turn to sawdust in a humid garage in 4 to 6 weeks if not protected. Decant 20 lb (9 kg) bags into 5 gallon (19 L) sealed buckets (Home Depot, RONA, Canadian Tire stock these for USD 6 / CAD 8) with a silica gel desiccant pack. Stored this way, pellets last 12 months in any climate.
Why bother tracking inventory if I just buy fuel when I run out?
Three reasons: avoiding mid-cook crisis (you do not want a half-cooked brisket and an empty propane tank), price arbitrage (charcoal goes on deep sale at season start and Black Friday; pellets discount at end of summer at Costco and Pit Boss outlets), and waste reduction (knowing what you have stops the "buy another bag just in case" problem that leaves three half-bags of chips ruining over winter). A 5-minute monthly inventory check catches all three problems before they happen.