№18 · Bot Profile · Merchandising
Stock Check Bot
Weekly low-stock, size-gap and slow-mover flags.
Paid once. Checkout by Polar, our merchant of record, which works out any sales tax or VAT.
In these sets: All-Access, $49
Or included in membership.
- Format
- Bot Profile
- Made for
- Solo founders, small brands
- Difficulty
- Intermediate
- Time to value
- ~10–15 min a week
Times are estimates until a platform test run confirms them.
CompatibleChatGPT · Claude · Gemini · Grok
AdaptedAny model: paste the stock table as text, no file upload
Overview
- The problem
- “I find out a bestseller is sold out in my best size when a customer asks. Meanwhile other styles sit in the stockroom for months. I don’t have a simple weekly check.”
- What you get
- A one-page weekly stock check: styles and sizes running low (weeks of cover left vs. your real lead time), size gaps (sold out in some sizes, stock left in others), slow movers (no or few sales in your chosen window), and a short “decide this week” list. Every flag shows the math. You make every reorder and stock decision.
- What’s included
- Bot profile instructions
- Stock check sheet template (style, color, size, on hand, sold in last N weeks, on order, lead time)
- Weeks-of-cover calculator (on hand ÷ average weekly sales)
- Flag rules you set (low-cover threshold, slow-mover window)
- “decide this week” note template
- Reorder question list for your maker or supplier
- 3 starter prompts (+ full prompt set)
- Review checklist
- Platform setup notes
- Ready-made skill (SKILL.md folder + zip)
- PDF guide
- Illustrative example
- What you’ll need
- Inventory export by style, color and size (on hand)
- Units sold per style-size over the last 4–12 weeks (store export)
- Units already on order
- Your real lead time and minimums per style or maker
- Your own flag thresholds (or start with the template defaults and change them)
How it runs
7 steps- Install the profile. Load the stock and sales exports (no customer data)
- Bot checks the data and says what’s missing
- Bot works out weeks of cover per style-size and applies your thresholds
- Bot lists low stock, size gaps and slow movers, showing the math
- You check the flags against what’s really on your shelfYour call
- You decide what to reorder, hold or restyle. The bot drafts reorder questions for your maker if you askYour call
- Repeat weekly
Your call marks a step where you review and decide. Nothing moves on without you.
Estimated time: ~30–45 min for the first check (set-up and thresholds), ~10–15 min a week after that.
Starter prompts
- Run my weekly stock check
- Which sizes are about to sell out?
- Show me slow movers from the last 8 weeks
The full prompt set is in the kit.
Sample output
Illustrative, fictional brand “Marlow & Pine”, written for this kit, not a platform test: “Low cover: Coastal Cardigan oat M: 4 on hand, avg 2.0 sold/wk → 2 weeks of cover · your lead time 6 wks → FLAG: decide this week. 0 on order. Size gap: Harbor Crew ink: XS–S sold out, M–XL 19 on hand. [VERIFY: real demand, or a fit issue?] Slow mover: Rib Beanie rust: 1 sold in 8 weeks, 23 on hand. Options for you: restyle in photos, pair it in an outfit, or hold. Price changes are your call and not part of this check.”
It will be replaced with real output after a test run.
Platforms
| AI tool | Label | Setup note |
|---|---|---|
| ChatGPT | Compatible | Project + data analysis |
| Claude | Compatible | Project or skill, code execution for CSVs |
| Gemini | Compatible | Skill, attach the export in chat |
| GrokRuns as a Grok Bot (beta) | Compatible | Spreadsheet reading not confirmed |
| Any modelAny capable chat model | Adapted | Paste the stock table as text, no file upload |
We ran it ourselves on this tool. Shows the date and model of the run.
No piece carries this yet. Tested means we have run it ourselves. We update the label as each piece is tested.
Built to run on this tool. Not yet confirmed by our own test run.
Works with a limit we name.
Tools required
Any chat model with file/CSV support preferred. Spreadsheet. Your store or POS inventory export. Grok Bot spreadsheet reading not confirmed.
House standards for this piece
All our standards- Human review gate
- You check every flag against your real shelf and make every reorder, hold or restyle decision.
- Data grounding
- Only the owner’s inventory and sales exports, lead times, minimums and thresholds. Math shown. [LOW DATA]/[GUESS]/[VERIFY] on gaps.
- No invented results
- No “never sell out again”, “cut dead stock by X%” or forecast claims.
- AI disclosure
- Internal planning note. AI-assisted and owner-reviewed.
- IP & bias
- N/a for imagery. Keep size-gap notes neutral (a size gap may be a fit issue, not a demand signal).
- Privacy
- Use stock and unit-sales exports only. Remove customer names, emails, addresses and order details before upload.
- Approval boundary
- Never places orders, contacts suppliers, changes stock levels or prices, or edits the store. Drafts only.
Questions people ask
Why won’t it tell me to discount slow movers?
Pricing is your call, and price advice needs far more than a stock sheet. It lists non-price options (restyle, re-photograph, pair in outfits, hold) and leaves pricing to you.
My store export is set up differently. Will it work?
Probably, after a tidy-up. Exports vary by store and POS. The export prep guide shows the columns the check needs. The bot also tells you what’s missing before it flags anything.
What does “weeks of cover” mean?
How many weeks your current stock lasts at your recent sales rate: on hand ÷ average weekly sales. If that’s shorter than your lead time plus your buffer, it’s flagged.
Does it work on Grok Bot?
It should (compatible), but we haven’t confirmed that a Grok Bot reads spreadsheets. Paste the table as text there.
Which AI tool should I use?
Whichever you already use. Tools that read spreadsheets (ChatGPT data analysis, Claude with code execution) save pasting. Any chat tool works with a pasted table. ChatGPT, Claude, Gemini and the any-chat-tool route work on free plans. Grok Bot needs a paid plan that includes it: The X Subscription Premium, Super or Ultra (Plus and Free don’t include it), or an existing SuperGrok, SuperGrok Plus, SuperGrok Heavy, paid Cursor or Cursor Teams plan.
Can I use it commercially?
Yes, for your own brand. The kit is licensed for one business (you and anyone who works on your business may use it). It’s not licensed for agency or client-service use, and please don’t resell or republish it.