Reorder low stock with a draft purchase
Maito checks stock against sales and drafts the supplier order before you run out.
Operations · Restaurants · On a schedule · Updated
Works with
- Slack
- Airtable
- Microsoft 365
- Gmail
- Superhuman Mail
Slack
Airtable
Microsoft 365
Gmail
Superhuman MailHow do you reorder low stock with a draft purchase?
To reorder low stock with a draft purchase, set up a daily Loop. Maito compares stock with your reorder levels and recent sales, checks what is already on order and whether it arrives in time, and drafts the supplier email with quantities and cost. You approve each order and it flags what is still open.
How it's done today
The owner checks stock in a spreadsheet and emails suppliers by hand.
What Maito does
- Read sales and stock counts
- Subtract what is already on order
- Work out how many days remain
- Draft the supplier order for approval
Example
Loop run: Daily 6:00 AM · Stock check
Two items are below their reorder level. Oat milk: 14 cartons, selling about 6 a day, so it runs out Tuesday morning. 12 more are on order, due Thursday Oct 22. Draft: 36 cartons from Wonka Foods, 36 x $4.20 = $151.20. 12 oz cups: 640 left at about 210 a day, 3 days. Nothing on order. Draft: 2 sleeves of 1,000 at $89.00 each. Catch: the oat milk already on order arrives after you'd run out, so it doesn't count as cover. From the point of sale and the reorder sheet. Both emails are drafted.
@Maito Order the oat milk. Cups can wait until Friday.
Oat milk order sent to Wonka Foods for delivery Wednesday if they can. The cups are not ordered. I'll flag them again Thursday at 6:00 AM.
Maito (6:00 AM):
Two items are below their reorder level.
Oat milk: 14 cartons, selling about 6 a day, so it runs out Tuesday morning. 12 more are on order, due Thursday Oct 22. Draft: 36 cartons from Wonka Foods, 36 x $4.20 = $151.20.
12 oz cups: 640 left at about 210 a day, 3 days. Nothing on order. Draft: 2 sleeves of 1,000 at $89.00 each.
Catch: the oat milk already on order arrives after you'd run out, so it doesn't count as cover.
From the point of sale and the reorder sheet. Both emails are drafted.
Ada (6:12 AM):
Order the oat milk. Cups can wait until Friday.
Maito (6:13 AM):
Oat milk order sent to Wonka Foods for delivery Wednesday if they can. The cups are not ordered. I'll flag them again Thursday at 6:00 AM.
How to set it up
- Ask your agent
“Every morning at 6, check stock against sales and our reorder sheet. Post what's low in #cafe-ops and draft the supplier emails.”
- Connect point of sale
- Shopify
- Connect inventory system
- Airtable
- Shopify
- Connect spreadsheet
- Airtable
- Microsoft 365
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It estimates run-out from recent sales. A sudden rush or a late supplier it doesn't know about changes the picture.
Questions
Yes. A Loop checks stock on a schedule and posts only items below their reorder level.
No. It drafts the email and sends it after you approve.
Shopify or Airtable for stock and sales, a spreadsheet for reorder levels, and email for suppliers.
