🚀 How We Automated Stock Management and Saved 12+ Hours Weekly
After analyzing our manual inventory system, we identified critical inefficiencies: stock updates took 45+ minutes daily and shortage alerts were reactive, not proactive.
The Problem:
📦 Manual stock entry 4x daily
📊 No real-time shortage visibility
📧 Late supplier notifications
🔄 Disconnected recipe-to-stock calculations
❌ Frequent stockouts from poor forecasting
Reality: Managing inventory for 200+ daily orders meant 3+ hours on spreadsheets plus costly last-minute supplier orders.
The Solution:
Built an intelligent n8n workflow automating inventory from entry to alerts:
1. Smart Stock Addition
Scheduled forms (4x daily)
Auto-updates to Google Sheets
Instant Telegram confirmations
2. Predictive Shortage Analysis
Recipe-based calculations (100 units)
Real-time stock comparison
Fuzzy matching for ingredients
3. Automated Reporting
3 daily reports (10:00, 15:00, 20:00)
Formatted HTML emails
Priority Gmail labels
4. Multi-Product Support
Burger + Pizza tracking
Separate recipe databases
Merged shortage reports
💰 Impact:
Time: 3+ hrs/day → 20 min = 12+ hrs saved weekly
Cost:
Labor: $576/month saved
Emergency orders: $400+/month prevented
Annual ROI: ~$11,700+
🎯 Key Lessons:
Predictive > reactive - Calculate needs before shortages hit
Recipe integration - Connect formulas to inventory
Scheduled automation - Regular checks prevent crises
Smart matching - Fuzzy logic handles typos
Tech: n8n, Google Sheets, Telegram, Gmail, JavaScript
The Bottom Line: Simple automation transformed chaotic inventory into a predictive system that saves 600+ hours annually and cuts costs by ~$12,000/year.
What processes are you automating in your business? I'd love to hear about different approaches and tech stacks people are using. Drop your experiences in the comments! 💬
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🚀 How We Automated Stock Management and Saved 12+ Hours Weekly
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