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AI and automation by role · frontline

How Inventory / supply planners can use AI and automation

Below are 10 common tasks for Inventory / supply planners, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Inventory Planner, Supply Planner, Demand Planner, Inventory Analyst, Materials Planner, Replenishment Analyst

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Task 1 · typically 120 min, once a week

Update forecasts and supply plans in spreadsheets

AIBest fix

Have AI review the forecast and flag what looks wrong

Upload the usage history and forecast; AI spots trends, seasonality and outliers, and suggests reorder quantities. You make the call faster.

Typically saves about 35% of the time15 min to set up
  1. 1Export 12 to 24 months of usage, current stock, open orders and lead times.
  2. 2Use Copilot in Excel, Gemini in Sheets, or upload to an approved AI assistant.
  3. 3Use the prompt below.
  4. 4Check its suggestions on a few items you know well before trusting the rest.
Prompt to copy
Here is monthly usage, current stock, open orders and lead times for [NUMBER] items. For each item: 1) flag a trend, seasonality or unusual spike, 2) say whether we will run out before the next delivery, 3) suggest a reorder quantity with the reasoning. Show the calculation. List the ten items most at risk first.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 2 · typically 60 min, a few times a week

Work out what to reorder and how much

AutomationBest fix

Set reorder points so the system suggests what to buy

When each item has a reorder point and order quantity in the ERP or inventory system, it builds the suggested order list for you. You review it instead of calculating every line.

Typically saves about 50% of the time6 h to set up
  1. 1Start with your top 100 items by usage.
  2. 2Set safety stock, reorder point and order quantity from usage and lead time.
  3. 3Turn on the system's reorder or MRP suggestion report.
  4. 4Review and approve the suggestions; recheck settings every quarter.

Tools: Your ERP (NetSuite, Dynamics 365, SAP, Odoo) · Inventory tools like Cin7, Fishbowl or inFlow

One more way to fix it
AI

Have AI review the forecast and flag what looks wrong

Upload the usage history and forecast; AI spots trends, seasonality and outliers, and suggests reorder quantities. You make the call faster.

Typically saves about 35% of the time15 min to set up
  1. 1Export 12 to 24 months of usage, current stock, open orders and lead times.
  2. 2Use Copilot in Excel, Gemini in Sheets, or upload to an approved AI assistant.
  3. 3Use the prompt below.
  4. 4Check its suggestions on a few items you know well before trusting the rest.
Prompt to copy
Here is monthly usage, current stock, open orders and lead times for [NUMBER] items. For each item: 1) flag a trend, seasonality or unusual spike, 2) say whether we will run out before the next delivery, 3) suggest a reorder quantity with the reasoning. Show the calculation. List the ten items most at risk first.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 3 · typically 60 min, once a week

Build stock, fill-rate and aging reports

AutomationBest fix

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

One more way to fix it
AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

How to automate this task

Task 4 · typically 45 min, every day

Chase suppliers about late or missing orders

AIBest fix

Have AI write all your chaser emails from the late-order list in one go

Export the open late orders and AI writes one short, specific email per supplier. You check and send in a batch instead of writing each one.

Typically saves about 45% of the time5 min to set up
  1. 1Export open POs that are late or due this week.
  2. 2Paste them into an approved AI assistant with the prompt below.
  3. 3Check each email and send.
  4. 4Record promised dates back in the system.
Prompt to copy
Below is a list of late or due purchase orders. Write one short email per supplier listing their PO numbers, items, quantities and due dates, and ask for a confirmed ship date and tracking number by [DATE]. Polite and direct. Keep all numbers exactly as given.

[PASTE LIST]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Software feature

Get suppliers to confirm and update orders in a portal

Supplier portals and advance ship notices mean suppliers confirm dates and send tracking themselves, so you only chase the ones that go quiet.

Typically saves about 40% of the time4 h to set up
  1. 1Check whether your ERP or procurement tool has a supplier portal (SAP Ariba, Coupa, NetSuite, Dynamics 365 and others do).
  2. 2Start with your top 10 suppliers by order count.
  3. 3Ask them to confirm every PO and send ship notices through it.
  4. 4Set an alert for POs not confirmed within two days.

Tools: SAP Ariba · Coupa · ERP supplier portal · project44 or FourKites for shipment tracking

How to automate this task

Task 5 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 6 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 7 · typically 30 min, every day

Search for stock that is not where the system says

Software featureBest fix

Pick, receive and move stock with a scanner, not paper

Handheld or phone scanning linked to the WMS tells you where to go, checks you picked the right item and updates stock as you go. Fewer mistakes, fewer searches, and nothing to key in afterwards.

Typically saves about 45% of the time8 h to set up
  1. 1Check what your WMS supports on handhelds or phones (many work with Zebra or Honeywell scanners, or phone scanning apps like Scandit).
  2. 2Make sure every location and product has a readable barcode label.
  3. 3Start with receiving or picking in one area.
  4. 4Retire the paper pick list once the scanned process is steady.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar) · Zebra or Honeywell handhelds · Scandit phone scanning

One more way to fix it
Process fix

Swap big stock counts for small daily cycle counts

Count a few locations every day, focusing on fast movers and problem items. Stock stays accurate, so people stop searching, and you avoid the big shutdown count.

Typically saves about 35% of the time2 h to set up
  1. 1Rank items A, B and C by value or how often they move.
  2. 2Count A items monthly, B quarterly, C twice a year, a few locations a day.
  3. 3Use the WMS cycle count tasks on a scanner if you have them.
  4. 4Fix the cause of each big difference, not just the number.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar)

How to automate this task

Task 8 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 9 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 10 · typically 20 min, every day

Hunt for files, numbers or answers someone already has

Software featureBest fix

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Do you pick and receive with a scanner instead of paper lists?
A scanner linked to the warehouse system tells you where to go, checks you have the right item and updates stock as you go. Nothing to type in later.
Have you had AI write all your supplier chaser emails from one list?
You paste the list of late orders and AI writes one short email per supplier with their PO numbers and dates. You check and send them all at once.

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