What I’d start with
A small group of products, agreed thresholds and one shop location.
INDEPENDENT SHOPS
Know what’s running low before the shelf is empty.
For an independent retailer using Shopify for online sales, in-store sales or both. Make your stock records useful without spending the evening scanning stock lists.
See the automation flowIllustrative example · a possible starting point for your business
THE PROBLEM
The popular size has nearly sold out. Again.
The product is doing well, but it’s the medium in blue that’s running low. A total stock count doesn’t tell you that, and checking every variant and location takes you away from customers.
- Scanning product variants one by one for low stock.
- Missing a shortage at one location because another has plenty.
- Ordering twice because an alert doesn’t show what you should check.
THE SOLUTION
How the automation would work
I’d use a stock-change trigger and thresholds for the products or variants you care about. An alert would identify the location and current count, with a link back to the record for review.
- 01 / TRIGGER
Stock quantity changes
Shopify records a sale, return, adjustment or other inventory change.
- 02 / AUTOMATION
Check the threshold
Compare the relevant variant and location with its agreed reorder threshold.
- 03 / AUTOMATION
Alert the shop manager
Send the item, location, current count and stock-record link in an internal email.
- 04 / YOUR DECISION
You decide what to order
Check the shelf and incoming stock, then place any supplier order yourself.
WHEN SOMETHING NEEDS CHECKINGThe product is discontinued or the stock record looks wrong?
Suppress the reorder suggestion or flag it for a stock check. The workflow never purchases stock or assumes a count is accurate.
WHAT YOU GET
A stock alert with the details attached
A useful alert identifies the exact line you need to look at. Make the decision while the sales and supplier context is still in your own tools.
An example of the outputSAMPLE DATA
- Product
- Sample cotton T-shirt
- Variant
- Blue · medium
- Location
- Shop floor
- Available
- 3 remaining
- Alert threshold
- 5 or fewer
- Action
- Check incoming deliveries before reordering
Sample quantities only. An alert supports your buying decision; it is not a demand forecast or a purchase order.
INTEGRATIONS & HOSTING
How I could build it
| Tool | Its part in the workflow |
|---|---|
| Shopify inventory | Provides stock changes and the product, variant and location details. Inventory tracking needs to be enabled. |
| Shopify Flow | Checks the product variant’s threshold and exclusions, then sends the internal email. The first version covers one stock location. |
| Your business email | Receives the internal alert and stock-record link. No supplier email or order is sent. |
The technology
I’d first try Shopify’s own Flow tools: stock triggers plus an internal email action. I’d check inventory for the chosen location explicitly, so stock elsewhere doesn’t hide a shortage.
Where it runs
The first version would run inside Shopify, without a separate server. I’d verify your plan and required Flow actions, and agree any custom connection costs before building.
Platform details, if you’d like to go deeper
Shopify: internal email actions · Shopify: stock-change trigger
A SENSIBLE FIRST PROJECT
Start small. Check it helps.
How we’d judge it
Check whether alerts arrive before a stockout and reduce the time spent reviewing inventory.
What stays under control
Only alert when the threshold is crossed, with exclusions for discontinued lines. Reordering always stays with you.
Finding low stock a little too late?
Tell me how it works today. If we agree a suitable first automation, I’ll build it for free and give you 30 days to try it. We agree the ongoing monthly price and any software costs before starting.