Home Portfolio Stock Reconciliation

Weekly Stock Reconciliation Automation for STS Electrical

STS Electrical already records every job and the materials used on it in Fergus, yet none of that data was being turned into a stock count. So each Tuesday the field team stopped work to tally three vans and the workshop, and then someone keyed the reorder into the supplier's website by hand. I am building an automation that finishes all of it before the first coffee of the day. Currently in pilot.

This build is part of my AI workflow automation services for NZ businesses.

Van and workshop stock flowing into one master view and out to a drafted reorder email

Project Information

Category :

Stock & Inventory Automation
Client :

STS Electrical
Service :

Workflow Automation (Fergus)
Status :

Upcoming
Location :

New Zealand

Project Challenges

The Tuesday count ate billable hours every single week. What was on each van and on the workshop shelves was known only by memory, and after the shortfall list was written down, every line still had to be retyped into the supplier's site. Whatever I built had to sit inside Fergus without altering how the team logs their jobs.

Manual Tuesday Stock-Take – each week the whole field team stopped to count three vans and the workshop by hand.
Zero Fleet-Wide Visibility – there was no one place to see total stock, so losses went unnoticed.
Manual Reorder Entry – every item on the shortfall list was re-entered on the supplier's website, one line at a time.
No Consumption History – nothing recorded what each lead used from week to week, so usage patterns stayed hidden.
No New Systems – the solution had to work off the Fergus account the team already uses daily.

Project Results

Stock stops being something the team only discovers on a Tuesday. Van and workshop levels stay up to date all week, the owner can see everything on a single screen, and each item used is logged against the lead, the van and the date. By Tuesday morning the reorder email is already drafted in the inbox, so ordering turns from a desk job into a quick check and send.

Weekly Pull of Fergus Jobs & Line Items
Two-Stage Item Matching, Exact Then Fuzzy
Van-by-Van Stock View That Updates Itself
Reorder Emails Drafted, Approved by a Person
Complete Audit Trail of Orders & Usage

Organized electrical workshop shelf with a tablet showing an inventory checklist

Project Summary

At 6am each Tuesday, the automation collects last week's completed jobs from Fergus, works out what each van used, refreshes the master stock sheet, and drafts a reorder email covering every item at or under its threshold.

Each item on a job is checked against the master list in two stages: an exact match first, then a cautious fuzzy match that handles the shorthand the crew writes on site. If a match is uncertain, it goes to a review queue rather than being filed under the wrong item, and drop-shipped items are left out. A person always approves the order before it reaches the wholesaler. For the first four weeks it runs in shadow mode, so real burn rates settle before any reorder thresholds are set. Job IDs stop anything being counted twice if a run repeats, and every order is logged for audit. The sheet sits in STS's own workspace from day one, access can be revoked instantly, and one toggle switches the whole thing off.

Run a trades business on Fergus and want the same clarity over your stock?