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Low Stock Reorder Runner

Example prompt: "Every Monday at 7am, scan our stock Google Sheet for items below their reorder point, group them by preferred supplier, and draft a consolidated PO email per supplier for the buyer to review."

The Problem

The reorder run is the spreadsheet job that always lands at the worst time — the buyer scrolling through the stock sheet on Monday morning before the kettle is on, filtering by supplier, copying lines into four separate emails, remembering which SKUs are already on order from last week. Half the time a duplicate PO goes out because the open order has not been crossed off; the other half a critical line slips through because the supplier sits below the eye-line on the sheet. By Wednesday the line stops because the fixings did not turn up.

How GloriaMundo Solves It

We build a workflow that runs every Monday morning before the office is in. An integration step reads the stock sheet. A code step picks out the rows at or below the reorder point and, importantly, checks the purchase orders sheet for any open PO against that SKU so we do not draft a duplicate. The remaining lines are grouped by supplier, one consolidated draft per supplier, with a shared PO number across every line in that draft. An integration step writes the PO rows to the purchase orders sheet, drafts the email to each supplier in Gmail, and posts the Monday summary on Slack so the buyer can sense-check the batch before sending. The send detection — when the buyer actually sends one of the draft emails — flips every row in that PO to 'Sent' and recomputes the expected arrival. Glass Box preview shows the draft emails and the PO rows before anything is created.

Example Workflow Steps

  1. Trigger (schedule): Every Monday at 07:00.
  2. Step 1 (integration): Read the 'Stock' tab of the inventory Google Sheet.
  3. Step 2 (code): Identify SKUs where current_stock is at or below reorder_point, skip any SKU that already has an open PO in the 'Purchase Orders' tab, and group the remainder by supplier.
  4. Step 3 (code): Read the current highest PO number from the 'Purchase Orders' tab once, allocate one PO number per supplier group in order (max+1, max+2, …), persist the new highest back to the tab, and build one consolidated line table per supplier.
  5. Step 4 (integration): Append one row per line to the 'Purchase Orders' tab with the shared PO number and status 'Drafted'.
  6. Step 5 (integration): For each supplier group, draft a Gmail to the supplier with the line table, our account reference, and delivery address.
  7. Step 6 (integration): Post the Monday summary in #purchasing on Slack — new drafts, items already on order, and late open orders to chase.

Integrations Used

  • Google Sheets — the stock sheet, the purchase orders sheet, and the company settings tab
  • Gmail — drafts the consolidated PO email to each supplier
  • Slack — the #purchasing review channel where the buyer sense-checks the batch

Who This Is For

The buyer at a small manufacturer or distributor — anywhere with a few hundred SKUs across a handful of regular suppliers, where the ERP either does not run reorder reports cleanly or the team works the stock sheet directly because that is faster.

Time & Cost Saved

The Monday reorder run is two to three hours of buyer time done well, or twenty minutes done badly with duplicates and missed lines. This workflow turns it into ten to fifteen minutes of reviewing drafts and clicking send. The bigger gain is in the orders that do not get duplicated and the lines that do not get missed — one avoided line-stop on the floor pays for the workflow for the year.