Expiry date tracking and alerting for seafood and perishables

Purpose

1.1. Prevent use of expired seafood/perishables for compliance and food safety.
1.2. Reduce wastage by optimizing stock rotation based on shelf-life.
1.3. Automate timely notifications for approaching or breached expiry dates to responsible staff and managers.
1.4. Centralize history/logs for audit and supply chain review.
1.5. Improve ordering decisions using real-time expiry insights and analytics.

Trigger Conditions

2.1. Item expiry date matches “alert X days before” threshold.
2.2. Item entered into inventory with a short expiry.
2.3. Daily scheduled scan of all stock expiry fields.
2.4. Manual add/edit/removal of perishable item, triggering immediate validation.
2.5. On supplier delivery, auto-read batch expiry from ASN/PDF label or entry form.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS API — Auto-send SMS alerts on approaching expired items (configure webhook, add staff phone numbers).

3.2. SendGrid
• Feature/Setting: Email API — Batch send scheduled expiry email notifications ("From", template_id, recipient list).

3.3. Slack
• Feature/Setting: Incoming Webhook — Post expiry alerts to #kitchen, #managers channels (webhook URL, message JSON format).

3.4. Microsoft Teams
• Feature/Setting: Connector URL — Push expiry notifications as cards to inventory or F&B team channel.

3.5. Google Sheets
• Feature/Setting: Google Sheets API — Append expiry alert entries, update inventory status (spreadsheetId, range, valueInputOption).

3.6. Monday.com
• Feature/Setting: Item Automations — Trigger status and date column checks, auto-create tasks for expiring goods.

3.7. Airtable
• Feature/Setting: Airtable Automation — Script block for date filters, status updates, notifications row-by-row.

3.8. Trello
• Feature/Setting: Butler Automation — Date-triggered card creation/card update on "Expiry Alert" board.

3.9. Zoho Inventory
• Feature/Setting: API — List Inventory, monitor expiry_date field, invoke alert workflow via Webhook.

3.10. QuickBooks Online
• Feature/Setting: Inventory Tracking — Run scheduled item expiry query, trigger vendor/staff alerts.

3.11. SAP Business One
• Feature/Setting: B1if Integration — Automate expiry checks and notification workflow, configure SQL alerts.

3.12. Oracle NetSuite
• Feature/Setting: SuiteScript Automation — Scan inventory records, trigger workflowBase expiry alerts.

3.13. Freshservice
• Feature/Setting: Workflow Automator — Date/time-based ticket/alert for expiring supplies in inventory module.

3.14. Notion
• Feature/Setting: Notion API — Filter perishable database, update expiry status, push expiry tasks/comments.

3.15. PagerDuty
• Feature/Setting: Event API — High-priority expiry issue triggers incident escalation workflow.

3.16. Asana
• Feature/Setting: Rules Automation — Expiry tasks auto-assigned to staff, using due date triggers.

3.17. HubSpot
• Feature/Setting: Workflow Automation — Expiry records trigger contact or task creation (inventory portal integration).

3.18. Zapier
• Feature/Setting: Formatter+Scheduler — Date calculation, multi-app expiry broadcast integration.

3.19. Shopify
• Feature/Setting: Inventory API — Monitor SKU expiry data, auto-adjust availability/visible status.

3.20. AWS SNS
• Feature/Setting: Publish/Subscribe — Push expiry alerts to subscribed email, SMS, or Lambda targets.

Benefits

4.1. Proactive stock turnover and food safety compliance.
4.2. Minimized loss due to spoilage, reduces write-offs.
4.3. Streamlined team communications, less manual checking.
4.4. Actionable analytics informs smarter purchases and supply chain efficiency.