Scheduled audits for accurate inventory status

Purpose

1.1. Ensure Acura dealership inventory records are verified and updated regularly, minimizing discrepancies between physical stock and digital listings across DMS, marketplace channels, and internal systems.
1.2. Detect issues such as misplaced units, unrecorded sales, obsolete stock, or inbound vehicles not yet processed.
1.3. Comply with manufacturer and legal audit standards, improving customer trust and reducing potential financial losses.
1.4. Provide real-time, scheduled reconciliation reports to operations, sales, and compliance teams.
1.5. Enable faster reaction to inventory status changes, optimizing planning and restocking.

Trigger Conditions

2.1. Predefined audit intervals (daily, weekly, monthly) or dynamically adjusted by sold/received unit volume.
2.2. Manual trigger via dashboard or command by management for random spot-checks.
2.3. API webhook from DMS signaling significant stock movement (vehicle transfer, sale, arrival).
2.4. Scheduled cron jobs aligned with dealership operational hours.
2.5. Threshold anomaly: discrepancies in inventory count from IoT or RFID logs trigger unscheduled audit.

Platform Variants

3.1. Twilio Programmable SMS
• Function: Notify staff to initiate physical audit or confirm completion
• Setting: Configure SMS API with custom audit instruction template
3.2. SendGrid
• Function: Dispatch scheduled audit checklist and results to compliance officers
• Setting: Use v3 Mail Send API, schedule via Automation
3.3. Google Sheets API
• Function: Log audit findings directly into centralized sheet
• Setting: Use Sheets API “spreadsheets.values.update” for real-time results
3.4. Salesforce DMS Integration
• Function: Pull/update Acura inventory records post-audit
• Setting: Configure REST API “inventoryItem” object sync
3.5. Slack API
• Function: Auto-post audit reminders and status updates in inventory channel
• Setting: Schedule message with “chat.postMessage” endpoint
3.6. Microsoft Teams Graph API
• Function: Alert relevant dealer groups for physical stock check tasks
• Setting: Use “sendChannelMessage” endpoint
3.7. Zapier
• Function: Orchestrate multi-step workflows, connect DMS and notification systems
• Setting: Scheduled Zap triggers with respective app actions
3.8. ServiceNow
• Function: Generate audit tasks for dealership IT and ops staff
• Setting: Create task with “Table API” POST to “task”
3.9. DocuSign
• Function: Circulate audit sign-off sheets for digital signature
• Setting: Use eSignature API “envelopes:create” with custom template
3.10. Dropbox
• Function: Store historical audit logs and related evidence (photos, forms)
• Setting: API “files/upload” endpoint during workflow
3.11. AWS Lambda
• Function: Run serverless logic to reconcile audit vs. expected inventory
• Setting: Configure scheduled Lambda with DMS API triggers
3.12. HubSpot CRM
• Function: Update inventory notes or create tasks for discrepancies
• Setting: Use CRM API “engagements” or “objects” update
3.13. Freshdesk
• Function: Generate ticket when audit discovers a stock issue
• Setting: API “tickets” POST with audit findings
3.14. Smartsheet API
• Function: Track ongoing audit actions and historical compliance
• Setting: Update sheet rows via “sheets/{sheetId}/rows” endpoint
3.15. Monday.com
• Function: Assign audit tasks, track status visually
• Setting: Use “create_item” mutation via API for new audits
3.16. Google Calendar
• Function: Schedule recurring audit events and notify stakeholders
• Setting: “events.insert” endpoint with reminders
3.17. Asana API
• Function: Create audit checklist tasks, track completion
• Setting: POST to “/tasks” with relevant project/audit data
3.18. Trello
• Function: Organize audits into boards/cards for visibility and workflow
• Setting: Create new Card via “cards” POST endpoint
3.19. G Suite Gmail API
• Function: Send detailed audit summary to management
• Setting: Use “users.messages.send” endpoint with audit attachment
3.20. Power BI
• Function: Generate auto-refreshing dashboards from audit data
• Setting: Connect audit data source, configure scheduled refresh

Benefits

4.1. Reduced manual effort and human error in auditing process.
4.2. Real-time and historical accuracy for DMS inventory data.
4.3. Improved compliance and readiness for external audits.
4.4. Faster incident response to inventory discrepancies.
4.5. Streamlined workflow and documentation trail for accountability.
4.6. Enhanced visibility for management and operational teams.