# Inventory Discrepancy: Find Why the Stock Count Is Off

Source: https://maito.app/workflows/find-why-the-stock-count-is-off

Maito compares a stock count with the ledger, checks recent movements and lists likely causes before anyone adjusts a number. Ask in Slack.

Compare a count with the ledger, check recent movements and list likely causes before anyone adjusts a number.

[Operations](https://maito.app/workflows/team/operations) · [Wholesale and distribution](https://maito.app/workflows/industry/wholesale-and-distribution) · When you ask · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [Airtable](https://maito.app/workflows/tool/airtable)
-   Microsoft 365

## How do you find an inventory discrepancy?

To find an inventory discrepancy, send Maito the count file in Slack. It compares the count with the ledger, checks recent receipts, returns and transfers, and lists the likely cause for each variance with the net units and cost. You get the list before anyone adjusts a number.

## How it's done today

Staff overwrite the system total to match the shelf and never write down why.

## What Maito does

1.  Compare the count sheet with the ledger
2.  Check recent receipts, transfers and returns for each variance
3.  Rank likely causes
4.  Ask for a recount on big gaps

## Example

Loop run: None

**Marco** (10:02 AM):

the Oct 16 count is off on 5 SKUs. Why? Count file attached.

**Maito** (10:09 AM):

Five variances, net minus 31 units, $412 at cost.

• **PK-204** counted 88, ledger 112 (minus 24). A return of 24 from Stark Logistics on Oct 14 was received but never put away. Likely sitting at the dock.  
• **PK-310** counted 40, ledger 43. Transfer T-0877 shows 3 units out and no receipt.  
• **PK-118** plus 2, **PK-090** minus 4 and **PK-422** minus 1: no matching movement. Probably miscounts.

Catch: PK-204 was adjusted down on Sep 18 for the same amount. That is the second adjustment for the same cause. Source: count file, ledger and receipts since Sep 1.

I'd recount PK-204 at the dock and PK-090 before adjusting anything.

**Marco** (10:15 AM):

agreed. Put the recounts on Tuesday's list.

**Maito** (10:16 AM):

Added both to Tuesday's count list. I'll leave all adjustments untouched until you approve them.

## How to set it up

When you ask Find why the stock count is off

Set up

Nothing to set up. Ask in Slack or by email whenever you need it.

Connect inventory system

-   Airtable
-   Shopify

Connect spreadsheet

-   Airtable
-   Microsoft 365

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

A likely cause is a lead, not a verdict. Maito can't see stock that was moved or damaged without being recorded.

## Questions

### What do I send it?

Your count file in Slack or email. It reads the ledger from Airtable or Shopify through MCP, and your spreadsheets.

### Does it correct the inventory?

No. It only explains the variances. Adjustments stay with the person who owns the count.

### What if it can't find a cause?

It says so for that SKU and suggests what to check, such as a recount or a look at the dock.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

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