Inventory Management Templates

Inventory management is one of the most critical and complex aspects of ecommerce operations. Wakflo’s inventory templates help you automate inventory synchronization across platforms, manage stock levels, and streamline reordering processes.

Available Templates

Keep inventory levels consistent across all your sales channels

Multi-Channel Inventory Sync

Get notified when products reach reorder thresholds

Low Stock Alerts

Generate purchase orders when inventory reaches minimum levels

Automated Reordering

Schedule regular inventory reports and reconciliation

Inventory Audit

Multi-Channel Inventory Sync

This template automatically synchronizes inventory levels across multiple sales channels to prevent overselling and ensure consistent stock visibility.

Key Features:

Real-time inventory updates across platforms
Configurable sync frequency
Buffer stock settings for each channel
Priority rules for allocation during low stock
Detailed sync logs and error handling

How It Works

Inventory changes detected

Monitors inventory changes on any connected platform

Central inventory updated

Updates your designated “source of truth” inventory system

Channel-specific calculations

Applies channel-specific rules (e.g., buffer stock)

Push updates to all channels

Synchronizes the updated inventory across all sales channels

Verification and logging

Confirms successful updates and logs any issues

Required Integrations

Primary inventory system (e.g., Zoho Inventory, ShipBob, etc.)
Connected sales channels (e.g., Shopify, Amazon, eBay, etc.)

Template Configuration

General Settings

Sync Frequency: How often to check for and process inventory changes
Master Inventory Source: Your designated system of record
Error Handling: Actions to take when synchronization fails
Notification Recipients: Who should receive sync status updates

Channel-Specific Settings

Buffer Stock: Reserved inventory for each channel
Rounding Rules: How to handle fractional inventory quantities
Inventory Thresholds: Channel-specific minimum levels
Update Priority: Which channels get updated first

Advanced Options

Sync Filters: Limit synchronization to specific products
Blackout Windows: Prevent updates during specific time periods
Queue Management: How to handle high-volume update scenarios
Recovery Logic: What to do after system downtime

For optimal performance, schedule bulk synchronization tasks during off-peak hours and use real-time synchronization only for high-priority inventory changes.

Low Stock Alerts

This template monitors your inventory levels and sends timely alerts when products reach or fall below defined reorder thresholds.

Key Features:

Customizable alert thresholds by product or category
Multiple notification channels (email, SMS, Slack)
Alert prioritization based on product importance
Historical stock level trends included in alerts
Batch alerts to prevent notification fatigue

How It Works

Inventory monitoring

Regularly checks inventory levels across your systems

Threshold comparison

Compares current stock against predefined thresholds

Alert generation

Creates alerts for items that have reached critical levels

Notification distribution

Sends alerts through configured communication channels

Alert tracking

Records alert history and resolution status

Alert Types

Warning Alerts

Sent when inventory approaches reorder point, giving you time to plan restocking.

Critical Alerts

Sent when inventory falls below minimum threshold, requiring immediate action.

Restock Reminders

Follow-up notifications for items that have remained below threshold for a specified period.

Sample Alert Message

Subject: Low Stock Alert - 5 Products Below Threshold

Hello [Recipient Name],

The following products have reached critical stock levels:

Product	SKU	Current Stock	Threshold	Sales Velocity
Premium Blue Widget	BW-1001	5	15	3.2 units/day
Deluxe Gadget	DG-3002	2	10	1.8 units/day

Based on current sales velocity, inventory will be depleted in approximately:

Premium Blue Widget: 1.6 days
Deluxe Gadget: 1.1 days

Suggested Action: Place reorder for these items within 24 hours to prevent stockout.

View full inventory report: [Link to Report]

Wakflo Inventory Management System

Automated Reordering

This template goes beyond alerts to automatically generate purchase orders when inventory reaches specified reorder points.

Key Features:

Intelligent reorder point calculation
Automatic PO generation and routing
Supplier selection based on rules
Order quantity optimization
Approval workflows for orders above thresholds

How It Works

Inventory monitoring

Continuously tracks inventory levels across your systems

Reorder calculation

Determines which items need reordering based on thresholds and sales velocity

Purchase order creation

Generates draft purchase orders with optimal quantities

Supplier selection

Selects the appropriate supplier based on configured rules

Approval routing

Routes the PO for approval if required or submits automatically

Order tracking

Monitors PO status and updates inventory with expected receipts

Reorder Calculation Methods

Fixed Reorder Point

The simplest method that triggers a reorder when inventory drops below a specified threshold. Suitable for stable demand patterns.

IF current_stock <= reorder_point THEN
create_purchase_order()
END IF

Economic Order Quantity (EOQ)

Calculates the optimal order quantity that minimizes total inventory costs, including holding costs and order costs.

EOQ = sqrt((2 * annual_demand * order_cost) / holding_cost)

IF current_stock <= reorder_point THEN
create_purchase_order(quantity = EOQ)
END IF

Min-Max Method

Orders enough to bring inventory up to a maximum level when it falls below a minimum level.

IF current_stock <= min_level THEN
order_quantity = max_level - current_stock
create_purchase_order(quantity = order_quantity)
END IF

Dynamic Reorder Point

Adjusts reorder points based on demand forecasts, lead times, and safety stock calculations.

reorder_point = (average_daily_demand * lead_time_days) + safety_stock

IF current_stock <= reorder_point THEN
order_quantity = calculate_optimal_quantity()
create_purchase_order(quantity = order_quantity)
END IF

Inventory Audit

This template automates the generation of inventory reports and helps streamline the inventory audit process.

Key Features:

Scheduled comprehensive inventory reports
Variance detection and highlighting
Historical comparison and trend analysis
Customizable report formats
Multi-channel inventory reconciliation

How It Works

Data collection

Gathers inventory data from all connected platforms and systems

Reconciliation

Compares inventory levels across systems to identify discrepancies

Report generation

Creates detailed inventory reports with highlighted variances

Distribution

Sends reports to designated recipients on schedule

Historical tracking

Maintains audit history for compliance and trend analysis

Report Types

Daily Snapshot

Quick overview of current inventory status and significant changes

Weekly Reconciliation

Detailed comparison across channels with variance analysis

Monthly Performance

In-depth analysis with inventory turnover and holding costs

Quarterly Audit

Comprehensive audit report for financial reconciliation

Best Practices

Tips for Effective Inventory Automation

Start Small: Begin with a single template and expand as you become comfortable
Test Thoroughly: Always test templates with limited product ranges before full implementation
Designate a System of Record: Choose one system as your inventory “source of truth”
Use Buffer Stock: Implement safety thresholds to prevent stockouts during sync delays
Monitor Performance: Regularly review automation logs and adjust as needed
Document Customizations: Keep records of all template modifications for future reference
Implement Gradually: Phase in automation by product category or channel

Next Steps

Ready to streamline your inventory management? Here’s how to get started:

Test the workflow thoroughly before activating it

Test and Deploy