Centralized tracking of perishables with expiration notifications

Purpose

1.1. Automates the centralized tracking of perishable inventory across one or multiple art cafe locations, integrating stock input from suppliers, cafe staff, and point-of-sale systems for comprehensive oversight.
1.2. Automatedly monitors expiration dates, triggers real-time notifications or alerts, and integrates actionable steps for disposal, transfer, discounts, or supplier reordering to optimize supply chain and waste management.
1.3. Automates compliance by maintaining a digital log of expiring or expired items, supporting food safety audits and reducing manual tracking errors.
1.4. Enables deeper automation by integrating with art event calendars, menu changes, or thematic shifts impacting inventory requirements.

Trigger Conditions

2.1. Inventory item added or updated with an expiration field in the tracking system.
2.2. Daily or hourly scheduled automated scans for items nearing expiration thresholds (e.g., 7, 3, 1 days left).
2.3. Staff manually marking stock for disposal, triggering automated update.
2.4. Supplier shipments received, automatically updating inventory ledger with new expiration data.
2.5. Changes in event schedules or menu launched, triggering review of related perishables’ stocks.

Platform Variants

3.1. Airtable
• Feature/Setting: Automate records with expiry fields; configure Scheduled Automation to scan expiration dates and trigger webhooks or emails.
3.2. Google Sheets
• Feature/Setting: Use Apps Script onEdit and time-driven triggers to send automated notifications for items expiring within set ranges.
3.3. Trello
• Feature/Setting: Power-Up Card Aging; automate card movements based on expiry dates using Butler automation rules.
3.4. Asana
• Feature/Setting: Custom fields for expiration, rules to automate task creation for soon-to-expire items.
3.5. Slack
• Feature/Setting: Automate bot alerts in channels using incoming webhooks when perishable thresholds are reached.
3.6. Microsoft Teams
• Feature/Setting: Use Power Automate to trigger automated messages or tasks based on inventory spreadsheet changes.
3.7. Twilio SMS
• Feature/Setting: Automated SMS alerts via Programmable Messaging API when perishables near expiration.
3.8. SendGrid
• Feature/Setting: Automated email reminders using SendGrid’s Mail Send API as expiration dates approach.
3.9. Outlook
• Feature/Setting: Automate calendar events or email reminders based on flagged expiry triggers in Excel or databases.
3.10. Zapier
• Feature/Setting: Create multi-step automation between inventory apps and notification channels on expiration events.
3.11. Shopify
• Feature/Setting: Automate product tagging or notifications within Shopify Admin API for soon-expiring products.
3.12. Square POS
• Feature/Setting: Automate integration to sync stock changes and use webhooks for expiration-linked actions.
3.13. Notion
• Feature/Setting: Templates with expiry databases, set up automation to send alerts to workspace users.
3.14. Monday.com
• Feature/Setting: Automation rules to create or update item cards when expiration dates are reached.
3.15. Salesforce
• Feature/Setting: Process Builder flows for inventory object updates to trigger automated tasks or notifications.
3.16. HubSpot
• Feature/Setting: Custom properties and automated workflows aligned with inventory status and expiration.
3.17. Freshdesk
• Feature/Setting: Automate ticket creation for items requiring disposal or supplier follow-up.
3.18. QuickBooks Online
• Feature/Setting: Automated journal entries or reminders for stock losses due to expiration.
3.19. Oracle NetSuite
• Feature/Setting: Workflow automator to handle inventory expiry and automate purchase reorders.
3.20. Mailchimp
• Feature/Setting: Automated campaigns to alert staff or trigger expiring-stock promotions to customers.
3.21. Smartsheet
• Feature/Setting: Alerts and automated update requests based on conditional expiry logic in sheets.
3.22. Microsoft Power BI
• Feature/Setting: Scheduled data refreshes; automated dashboards and push alerts for approaching expirations.

Benefits

4.1. Automates reduction in waste by ensuring timely awareness and actionable notifications about perishables.
4.2. Streamlines and automates stock handling processes, reducing manual oversight and human error.
4.3. Automatedly improves compliance with food safety regulations through comprehensive digital logging.
4.4. Facilitates cost-saving by automating promotions or transfers for at-risk stock.
4.5. Enhances supply chain efficiency by automating supplier communications and reorder processes triggered by stock expiration data.
4.6. Enables proactive menu planning and event alignment by automating inventory data syncs with operational calendars.