Batch, Lot & Expiry Tracking

Q: Can the automation handle recalls from multiple suppliers at once?

Yes. The recall matching agent processes multiple recall notices simultaneously, searches all batch records, and generates a single consolidated report identifying all affected lots across suppliers.

Q: Will the automation work with our existing inventory system and spreadsheets?

The automation integrates with your current inventory system and spreadsheets, reading from and writing to them automatically. No data migration is required; it works alongside your existing tools.

Q: How does the automation decide which stock to rotate first?

The automation applies first-in-first-out rules based on batch dates and warehouse location, recommending the oldest stock first. Staff can override recommendations if needed for specific business reasons.

Q: What if we receive a shipment with no batch number printed on the label?

The automation flags shipments with missing batch numbers and alerts the receiving team to contact the supplier or manually assign a tracking number before the stock is stored.

Tracking batch and expiry so stock is shipped in the right order and recalls are traceable.

990 hrs

Manual time identified

Companies have mapped

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About This Automation

Batch, lot, and expiry tracking in wholesale distribution requires manual data entry from labels and packing slips into multiple systems, creating transcription errors and inconsistent date formats.

Automation reads batch and expiry data directly from product labels and documents, continuously monitors approaching expiry dates, and instantly identifies affected lots during recalls. The result is accurate traceability, faster compliance response, and reduced expired stock incidents.

Key features:

Extract batch, lot, and expiry data automatically from labels and shipping documents

Monitor inventory daily and alert staff to stock approaching expiry dates

Match recall notices to affected lots and generate compliance reports instantly

Verify first-in-first-out rotation during picking to prevent expired stock

Compile audit-ready traceability reports from all batch records automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual batch number transcription Staff manually read and type batch numbers from labels into spreadsheets, introducing typos and duplicate entries.	80%
2	Inconsistent expiry date formats Dates are entered in different formats, making automated sorting and alerts impossible without manual cleanup.	67%
3	Slow recall response time Staff must manually search batch records to find affected lots, delaying customer notification and stock removal.	53%
4	Duplicate data entry across systems Batch data is entered into both spreadsheets and the inventory system separately, wasting time and creating mismatches.	40%
5	Missed expiry rotations Manual daily checks are incomplete or delayed, resulting in expired stock reaching customers.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.2/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Shipment Receivedtrigger

A new shipment is scanned or logged into the warehouse system, triggering the batch tracking workflow.

2. Extract Batch Data via OCR

The automation reads batch, lot, and expiry information from product labels or packing slips using optical character recognition and validates the data.

3. Validate Batch Against Database

The extracted batch data is cross-checked against a master product database to confirm SKU, expiry format, and compliance flags.

4. Log Batch to Inventory System

Validated batch and lot records are automatically written and the warehouse management system.

5. Set Expiry Alerts

Expiry dates are parsed and automated alerts are configured to trigger at 30 days, 14 days, and 7 days before expiry.

6. Daily Expiry Check and Alert

Each morning, the system automatically identifies stock expiring within thresholds and sends a notification to the operations team with rotation instructions.

7. Recall Matching

When a recall notice is received, the automation automatically matches affected batch and lot numbers against inventory, flags affected stock, and generates a recall report.

8. Send Recall Alert to Compliance

A message is sent to the compliance officer with the matched recall data, affected stock locations, and recommended actions.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

376 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a batch number or expiry date is unreadable on the label?

The automation flags unreadable data for manual review by warehouse staff, who can then correct it or request a replacement label from the supplier. This ensures no bad data enters the system.

Can the automation handle recalls from multiple suppliers at once?

Will the automation work with our existing inventory system and spreadsheets?

How does the automation decide which stock to rotate first?

What if we receive a shipment with no batch number printed on the label?

View more FAQs

Process pain:8.2/10

Mapped by:6 Companies

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Page updated 10 August 2026