# Expiry Date Tracking: Flag Aging Stock and Trace Lots

Source: https://maito.app/workflows/flag-stock-nearing-expiry-and-trace-lots

Maito checks your inventory lots every week, flags stock nearing its date and lists which customers received it, so you decide before dates pass.

Aging lots get flagged early, with the customers who received them, so a person can decide before dates pass.

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

Works with

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

## How do you track expiry dates on stock?

To track expiry dates on stock, give Maito access to your inventory records and a schedule. It runs as a Loop, finds lots with a best-before date in your chosen window, and lists what is on hand and which customers received each lot. It posts the list to Slack for a person to decide.

## How it's done today

Someone walks the warehouse checking labels and cannot quickly say which customers got a given lot.

## What Maito does

1.  Read lot and best-before dates from the stock records
2.  Flag lots expiring within 14 days
3.  List which customers received each lot
4.  Post the list for a manager to decide

## Example

Loop run: Monday 7:00 AM · Weekly lot check

**Maito** (7:00 AM):

Three lots expire by Nov 2.

• **GR-2291** yogurt 6 oz, 42 cases, best-before Oct 26. 18 on hand, 24 shipped to Globex Cafe (14) and Initech Canteen (10).  
• **GR-2305** oat milk, 15 cases, Oct 30, all on hand.  
• **SF-118** frozen dumplings, 9 cases, Nov 2, all on hand.

Catch: 6 cases on shelf B4 were received under GR-2291 but were scanned as GR-2287, which expires Oct 21. One of the two records is wrong. Source: inventory lot records and receiving scans since Oct 5.

**Marco** (7:12 AM):

who got GR-2287?

**Maito** (7:13 AM):

GR-2287 shipped 40 cases to 3 customers: Globex Cafe 16, Initech Canteen 12, Wonka Foods 12. Last ship date Oct 14. I haven't changed any record. Once you've checked the shelf labels, I'll draft the corrections and a hold list for you to approve.

## How to set it up

On a schedule Flag stock nearing expiry and trace lots

Ask your agent

“Every Monday at 7, check our inventory lots and post in #warehouse anything with a best-before date in the next 14 days, plus which customers received 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

It's only as accurate as your lot and date records. Lots without a recorded date can't be flagged.

## Questions

### How often does it check?

On the schedule you set, such as every Monday morning, as a Loop. You choose the window, for example 14 or 21 days.

### Which systems does it read?

Airtable or Shopify through MCP, plus a spreadsheet in Airtable or Microsoft 365.

### Does it pull or discount stock?

No. It reports only. A person decides whether to discount, donate or discard.

## 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)

## Put your AI teammate to work.

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