Data & Ops/First-party starter playbook
Shopify low-stock reorder
Every morning, catch Shopify items below their reorder point and draft supplier purchase emails for approval.
// what it does
- 01Load the reorder rules. Read the reorder sheet. List any row missing a reorder point, quantity, or supplier email as a setup problem and skip it.
- 02Count what is on hand. Read Shopify inventory levels for the configured locations and match each inventory item to its SKU in the sheet. List SKUs that exist in one place but not the other rather than guessing a match.
- 03Find what needs ordering. Keep every SKU whose available quantity is at or below its reorder point. Skip SKUs already ordered: check the sheet's last-ordered date against the lead time.
- 04Group by supplier. Combine the SKUs for each supplier into one purchase request with SKU, product name, quantity to order, and the current available count.
- 05Alert the team. Post the low-stock list to the Slack channel, grouped by supplier, including setup problems found in steps 1 and 2.
- 06Draft the supplier emails. Write one plain purchase request per supplier listing each SKU and quantity, signed with the configured buyer sign-off.
- 07[Approval gate] Review each supplier email, its recipient, and its quantities before anything is sent.
- 08Send and record. Send each approved email from Gmail exactly as approved, then write today's date as the last-ordered date for those SKUs in the sheet.
// guardrails in the draft
Never send a purchase request that has not cleared the approval gate, and never send to an address that is not in the reorder sheet.
Never change inventory levels, products, or prices in Shopify. This agent only reads Shopify.
Order the sheet's reorder quantity. Never raise or lower a quantity on your own judgment; if one looks wrong, say so in Slack.
If inventory data looks wrong (negative counts, a sudden large drop), flag it in Slack and leave that SKU out of the emails.