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Get a Monday warning about stock running low
Each week, get a short email listing items likely to run out, how many days are left and a suggested reorder to check.
When to use it
Every Monday morning
Step by step
Keep a weekly stock sheet
In Google Sheets list each item with stock on hand, average weekly use over the last 8 weeks, supplier lead time in days and minimum order quantity. Update stock on hand each Friday.
Add a days-left column
Add a column that divides stock on hand by daily use, and use conditional formatting to turn it red when it's below the lead time plus a safety buffer.
Set up a weekly summary
Create a scheduled task in ChatGPT (or a recurring Monday calendar reminder if your plan doesn't include it) and use this prompt with the sheet's latest data.
Prompt to copyHere is this week's stock sheet: [paste or attach]. For every item where days of stock left is less than lead time plus [7] days: list item, days left, lead time, and a suggested order quantity that covers [4] weeks of use, rounded up to the minimum order quantity. Sort by most urgent first. Then list any item whose weekly use jumped by more than [30]% compared with its 8-week average. Keep it to a short table and 3 bullet points.Send it to yourself and the buyer
Paste the summary into a Gmail draft to the buyer, check the suggested quantities against open orders, then send.
What you get
Urgent: Pallet wrap 500mm - 6 days left, lead time 10 days, order 48 rolls. Cable ties - 9 days left, lead time 7, order 20 boxes. Use jumped: Bubble mailers A4 (+45%) - check for a large one-off order.
Tips
- Treat the suggested quantities as a starting point; seasonal peaks and promotions aren't in the average.