Agent setup guide
Inventory & Restock Monitor
Checks your inventory sheet every morning, flags low stock and drafts purchase orders for approval.
What it does
Checks your inventory sheet every morning, flags low stock and drafts purchase orders for approval.
- Every morning (time and time zone of your choice), reads your inventory sheet in Google Sheets.
- AI works out each item's days of cover and likely stock-out date from your on-hand, on-order, daily-sales and lead-time numbers, and picks what to reorder under the rules you write.
- Drafts purchase orders grouped by supplier, with quantities rounded to case packs and supplier minimums, and flags rows with missing or impossible numbers.
- Estimated costs are recalculated in code before anyone sees them — never by the AI: each line (quantity × unit cost), the estimated total and each item's days of cover; anything the AI got wrong is corrected and flagged to the buyer, and lines without a unit cost stay unpriced.
- When something needs reordering, alerts your Slack channel (urgent items first) and puts the draft orders in Reviews; approved orders are emailed to your purchasing inbox.
- Emails a daily inventory report either way.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets and Slack, connected in Settings → Integrations.
- An inventory sheet kept up to date (by hand, by your POS export or another workflow) with one row per item.
What it doesn't do
- It doesn't connect to your POS, warehouse system or store directly, and doesn't update stock levels; it reads the sheet.
- It doesn't email or order from suppliers; approved orders go to your purchasing inbox.
- Its forecast is simple arithmetic on your sheet's averages, not seasonal demand modelling. Check quantities before ordering.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Google Sheets and Slack.
- Nothing to send: the agent runs on a schedule.
- About 20 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Google Sheets
Connect the Google account that can open your inventory sheet (Settings → Integrations → Google Sheets).
3. Connect Slack
Connect the Slack workspace your team uses (Settings → Integrations → Slack).
4. Pick your inventory sheet
Open “Read your inventory sheet”, pick your account, paste the spreadsheet link and pick the tab.
| Setting | What to enter | In step |
|---|---|---|
| Google account (Sheets) | The Google account that can open your inventory sheet. Pick your connected Google Sheets account. | “Read your inventory sheet” |
| Inventory spreadsheet | Paste the link of the spreadsheet with one row per item (SKU, Product, On hand, On order, Reorder point, Avg daily sales, Lead time, Supplier, Supplier email, Unit cost, Case pack). | “Read your inventory sheet” |
| Inventory tab | The tab with your stock levels, e.g. “Inventory”. | “Read your inventory sheet” |
5. Describe your restock rules
Open “Check stock and draft purchase orders” and replace the placeholder with your safety days, target cover and supplier minimums.
| Setting | What to enter | In step |
|---|---|---|
| Your restock rules | Replace the placeholder in the AI step's instructions with your safety days, target days of cover, supplier minimums and anything to never reorder. It starts as “[DESCRIBE YOUR RESTOCK RULES HERE]” until you replace it. | “Check stock and draft purchase orders” |
6. Pick the Slack account and channel
Open “Alert Slack about low stock” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace low-stock alerts are posted to. Pick your connected Slack account. | “Alert Slack about low stock” |
| Channel for low-stock alerts | Pick the channel your operations or purchasing team watches, e.g. #inventory. | “Alert Slack about low stock” |
7. Add the purchasing and report addresses
Open “Email the approved purchase orders” and “Email the daily inventory report” and enter who receives each.
| Setting | What to enter | In step |
|---|---|---|
| Purchasing inbox | Replace purchasing@example.com with the inbox approved purchase orders are emailed to, for a person to send to suppliers. It starts as “purchasing@example.com” until you replace it. | “Email the approved purchase orders” |
| Daily report recipient | Replace ops@example.com with the address (or up to 5, comma-separated) that gets the daily inventory report. It starts as “ops@example.com” until you replace it. | “Email the daily inventory report” |
8. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
9. Switch the trigger on
Open the trigger, set the time and time zone you want the check to run, and switch the schedule on.
How it works
The agent is a normal workflow with 10 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- Every morning — Runs on a schedule (cron 0 7 * * *, UTC — change it in the trigger's settings). Runs every day at 07:00 (change the time and time zone on the trigger).
- Read your inventory sheet — Google Sheets: Read rows. Reads every row of your inventory sheet: SKU, product, on hand, reorder point, daily sales, lead time, supplier…
- Check stock and draft purchase orders — AI step (runs on your AI provider key). AI works out days of cover and likely stock-out dates from your numbers, picks what to reorder under your rules, and drafts purchase orders grouped by supplier plus a daily report (estimated costs are checked in code next).
- Check the math — Step. Recalculates each purchase-order line's estimated cost (quantity × unit cost), the estimated total and each item's days of cover in code — not by AI — writes the correct figures into the purchase orders and report, and flags anything the AI got wrong for the buyer.
- Anything to reorder? — Decision: picks the branch to follow. When at least one item needs reordering, Slack is alerted and the draft purchase orders go to Reviews; the daily report is emailed either way.
- Alert Slack about low stock — Slack: Post a message. Branch: Reorder needed. Posts the items to reorder, urgent ones first with their stock-out dates, to your operations channel.
- Approve the purchase orders — A person approves or rejects it in Reviews (the run waits). Branch: Reorder needed. A buyer checks the draft purchase orders in Reviews, edits quantities if needed and approves them.
- Email the approved purchase orders — Sends an email from your workspace's sender. Branch: Approved. Emails the approved purchase orders, grouped by supplier, to your purchasing inbox, ready to forward or place.
- Email the daily inventory report — Sends an email from your workspace's sender. Branch: Reorder needed / All stocked. Emails the day's report: items checked, what to reorder, data issues and the draft purchase orders.
- Reported — Kept in the run history. The run history keeps each day's analysis.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger, set the time and time zone you want the check to run, and switch the schedule on.
- Scheduled runs start only once the schedule is activated, and can't repeat faster than your plan's minimum interval.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
What does my inventory sheet need?
One row per item with at least SKU, Product, On hand and Reorder point. Avg daily sales, Lead time (days), On order, Supplier, Supplier email, Unit cost and Case pack make the forecasts and orders much better.
Does it email my suppliers?
No. Approved purchase orders go to your purchasing inbox so a person sends or places them.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- It didn't run at the expected time: the schedule must be activated, and its time is in the trigger's timezone.
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .