You don’t need expensive inventory software to stop running out of the things you sell or use every day. A simple spreadsheet and a weekly routine with Claude will cover most small shops and service businesses.
Step 1: Build the sheet
Ask Claude: “Create an inventory spreadsheet with columns for item, supplier, unit cost, on hand, reorder point, and reorder quantity.” Then fill in your items. The reorder point is the number where you should order more — for example, if you use about 4 boxes a week and delivery takes a week, reorder when you’re down to 6.
Step 2: Count once a week
Walk the shelves and update the “on hand” column. Some people count on paper and have Claude type it up; others take a photo of a handwritten count sheet and ask Claude to turn it into a table.
Step 3: Ask what needs ordering
Give Claude the updated sheet and ask: “Which items are at or below their reorder point? Draft an order email to each supplier with the reorder quantities.” You’ll get a short list and ready-to-send emails.
Step 4: Check, then send
Look over the quantities before you send anything. If a count was wrong, fix it in the sheet first so next week’s numbers are right.
Going further
- Ask Claude to flag slow-moving items you’re over-buying.
- Compare two supplier quotes side by side.
- Track what each job used, so your estimates get more accurate.
Want a sheet built around your own products? Book a free 30-minute fit call.
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