Supplier ordering and stock prep involves manually checking inventory levels, calculating order quantities, emailing suppliers, waiting for confirmations, and reconciling invoices.
Automation monitors inventory in real time, calculates order quantities automatically, logs supplier confirmations as they arrive, and reconciles invoices against orders on the same day. The result is faster ordering, zero stockout surprises, and accurate accounting without manual data entry.
The full workflow, from trigger to completion.
Automation detects an upcoming event in the calendar and checks if a stock order cycle is due. The trigger fires automatically at a set time (e.g. 8 AM on the day before the event).
Automation reads the current stock levels, pulling quantities for all tracked ingredients and supplies.
The automation compares current inventory against target stock levels and event requirements, calculating exact order quantities for each supplier. the automation flags any items at risk of stockout.
Automation composes and sends pre-formatted order emails to each supplier with quantities, delivery date, and special instructions. Each email is logged with a timestamp.
Automation monitors incoming replies, extracts order confirmation details (order number, delivery date, price), and logs them automatically.
On delivery day, operator scans or manually enters received items. Automation compares received quantities against the original order and flags discrepancies.
Automation matches supplier invoice against the order record, verifies pricing, and creates a bill. Any variance is flagged for manual review.
Automation sends a summary message to the team with stock status, any shortages, and menu impact. The message includes a link to the full order record.
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