Expiry tracking and out-of-date item notifications

Purpose

1.1. Continuous monitoring of animal hospital inventory to detect items nearing expiry or outdated.
1.2. Notify responsible staff to ensure timely removal or replenishment.
1.3. Protects against use of expired/vulnerable veterinary drugs, vaccines, or supplies.
1.4. Maintains compliance with veterinary regulatory standards and quality assurance.
1.5. Reduces financial losses from waste, clinical risk, and potential misadministration.

Trigger Conditions

2.1. Item expiry date approaches (configurable window, e.g., 30/15/7 days before expiry).
2.2. Inventory database update, receiving new stock, or scheduled scan.
2.3. Staff addition/update/removal in notification list.
2.4. Item flagged as out-of-date or classified as high-risk by system rules.
2.5. Manual override or real-time inventory check initiated by staff.

Platform variants

3.1. Microsoft Power Automate
• API/Flow: Schedule trigger—Outlook Mail—Send expiry emails automatically.
3.2. Google Apps Script
• Function: Time-driven trigger—Check Google Sheets expiry column—Email staff.
3.3. Zapier
• Zap: Schedule—Inventory app webhook—SMS/Email notification.
3.4. Twilio
• API: POST /Messages—Send SMS when expiry detected in inventory.
3.5. Slack
• Feature: Incoming Webhook—Post expiry alert to #inventory-alerts channel.
3.6. SendGrid
• API: v3/mail/send—Batch expiry reminders to registered emails.
3.7. Airtable
• Automation: Scheduled run—Filter records by “expiry date”—Trigger email.
3.8. Monday.com
• Automation: Date arrives—Change status to “Expiring”—Notify assigned user.
3.9. Salesforce
• Flow: Scheduled flow—Custom object “Inventory”—Send expiry task.
3.10. Trello
• Power-Up: Card due dates—Butler automation—Move to Expired list/generate alert.
3.11. Notion
• Database automation: Expiry formula—Integration to email provider—Alert on expiry.
3.12. HubSpot
• Workflow: Inventory property triggers—Send internal notification.
3.13. BambooHR
• Webhooks: Expiry dates for medical inventory assets—HR notification.
3.14. Odoo
• Scheduled action: Inventory expiry—Email workflow to stock manager.
3.15. Smartsheet
• Automation: Date-based triggers—Send alert email for expiring rows.
3.16. Freshdesk
• Ticket automation: Item expiry—Create renewal/removal ticket.
3.17. Asana
• Rules: Due date approaches—Assign task to inventory staff.
3.18. Pipedream
• Workflow: Crontab trigger—Run inventory API—Notify via preferred channel.
3.19. Mailgun
• API: Post expiry alert emails—Deliver notifications to set contacts.
3.20. Jira
• Automation: Schedule scan—Create issue on expiring inventory line.
3.21. Zoho Inventory
• Automation: Expiry date triggers—Send in-app or email alerts.
3.22. Amazon SNS
• API: Publish expiry message to SMS/email endpoints.
3.23. PagerDuty
• Event Trigger: Expiry risk—Create incident for responsible team.
3.24. Quick Base
• Pipeline: Field change on expiry—Send custom notifications.

Benefits

4.1. Minimizes clinical risks and ensures compliance with veterinary standards.
4.2. Prevents waste, boosts operational efficiency, and saves cost.
4.3. Centralizes expiry management, reducing manual workload.
4.4. Maintains up-to-date inventory and supports audit readiness.
4.5. Ensures rapid, reliable notifications to relevant veterinary hospital staff.