Supplier Ordering & Inventory

Keep shelves stocked and orders accurate without manual counts, emails, or spreadsheet juggling.

49 hrs

Time saved/month

Companies have mapped

About This Automation

Supplier ordering and inventory management at cafes involves daily manual stock counts, guesswork on reorder points, and time-consuming email coordination with suppliers. Manual reconciliation of deliveries against orders creates frequent discrepancies and delays in accounting.

Automation monitors inventory daily, calculates optimal order quantities, drafts and sends supplier orders, and reconciles deliveries automatically. Staff focus on exceptions only, reducing manual work by while preventing stockouts.

Key features

Monitor inventory levels daily and identify items below reorder thresholds automatically

Calculate optimal order quantities based on stock history and supplier lead times

Draft and send structured supplier orders with automatic logging and team notifications

Match incoming deliveries against orders and flag discrepancies for review

Update inventory records and create accounting entries without manual data entry

How The Automation Works

The full workflow, from trigger to completion.

1. Inventory Check Scheduledtrigger

The automation runs on a daily schedule to pull current stock levels from the inventory system and compare them against reorder thresholds.

2. Fetch Inventory Data

The automation reads the current inventory spreadsheet and identifies items below their reorder point.

3. Generate Order Recommendation

The automation analyzes stock levels, historical usage, and lead times to calculate the optimal order quantity for each low-stock item.

4. Send Order to Supplier

The automation sends a structured order email to the supplier with item codes, quantities, and delivery instructions, copying the manager for visibility.

5. Log Order in Tracking Sheet

The automation records the order details, timestamp, and expected delivery date in the order tracking spreadsheet.

6. Notify Team

A message alerts the cafe team that an order has been placed and when delivery is expected.

7. Reconcile Delivery on Arrival

When a delivery notification is received, the automation matches the packing slip against the original order and flags any discrepancies for manual review.

8. Update Inventory and Post Invoice

The automation updates inventory levels in the spreadsheet and creates a bill record or, ready for approval and payment.

4 reasons to map this process

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78 hrssaved/month

13times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

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Estimated Time Saving

49hrs/month

Process pain:8.2/10

Mapped by:7 Companies

Map this to your business to get your exact numbers.

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