Project Name
Inventory Automation & Stock Alert Enablement with UiPath
A rapidly expanding retail chain operating across Southeast Asia faced recurring inventory issues, including stockouts of critical SKUs, delayed replenishments, and limited visibility into real-time stock levels. The manual process of updating stock based on incoming invoices and goods receipts created delays and inaccuracies in the system.
To solve these problems, the retailer turned to Ksolves, where we helped them by implementing a UiPath-based automation system that continuously monitored inventory thresholds, reconciled incoming invoice data, updated stock levels, and generated real-time stock alerts to procurement teams.
By turning invoice data into a trigger for automated inventory actions, we helped the client move from a reactive to a proactive supply chain, reducing lost sales and improving replenishment efficiency.
The client faced several stock-related bottlenecks that affected both revenue and operations:
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Frequent Stockouts of High-Demand Items
The team struggled to detect low stock in time due to outdated or manually updated inventory records. -
Delayed Inventory Updates
Finance teams updated stock levels only after manually processing and reconciling purchase invoices, causing a lag between goods receipt and system reflection. -
Inaccurate Reorder Decisions
Procurement often relied on guesswork or historical trends due to a lack of real-time inventory visibility, leading to overstocking or stockouts. -
Disconnected Processes
Invoice reconciliation, inventory updates, and purchasing decisions operated in silos, causing process fragmentation and delays in replenishment. -
No Automated Alerts
No system existed to warn purchasing teams when stock levels fell below reorder points, resulting in last-minute buying and supply disruptions.
Ksolves deployed an end-to-end inventory automation and stock alert solution using UiPath, integrating invoice-driven reconciliation, real-time monitoring, and proactive procurement triggers. Key components included:
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Automated Stock Updates from Invoice Data
UiPath bots extracted structured item-level data such as product codes, quantities, and vendor details from incoming PDF invoices using Document Understanding and OCR. The bots validated the data against purchase orders and goods receipt notes, then pushed real-time updates to the ERP system via secure API integration. This eliminated delays between the receipt of goods and the reflection of inventory. -
Real-Time Inventory Threshold Monitoring
UiPath bots continuously monitored SKU-level inventory across all warehouses. Each bot checked live stock values against predefined minimum thresholds and dynamic reorder levels, ensuring instant detection of potential stock shortages before they impacted operations. -
Automated Stock Alert Notifications
The bots also triggered real-time alerts via email and Slack when stock dropped below critical levels. Each alert included key data points, such as SKU, current quantity, location, and reorder recommendation, empowering procurement teams to act promptly and avoid stockouts. -
Proactive Reorder Workflow
UiPath automation generated draft purchase orders as soon as stock levels met restocking criteria. Bots routed these drafts to designated procurement approvers through UiPath Orchestrator, streamlining the reorder process and eliminating manual intervention for routine stock replenishment. -
Centralized Inventory Alert Dashboard
A real-time Power BI dashboard visualized all low-stock alerts, active reorder actions, historical trends, and inventory health metrics, empowering leadership with proactive decision-making. Business stakeholders gained instant visibility into inventory performance across product categories, locations, and vendors.
Within just 3 months of deployment, the client achieved significant operational improvements, including
- Achieved 98.6% accuracy in data extraction using ML extractors and validation workflows
- Cut the finance team’s manual workload by over 80%
- Reduced invoice processing time by 71%, from 8 minutes to under 2.5 minutes per invoice
- Reduced stockouts by 40% through timely, automated alerts
- Enabled real-time inventory updates, improving supply chain agility
- Delivered real-time audit trails for invoice approvals and stock movement
Ksolves transformed the client’s manual, time-consuming invoice process into a fast, automated, and transparent operation. By directly connecting invoice reconciliation with inventory management and stock alerting, we enabled the client to act more quickly, reduce errors, and gain better control over their operations.
Our UiPath-powered automation didn’t just reduce manual effort but also gave the business the agility to respond to real-time data and make smarter procurement decisions. With this foundation in place, the client is now exploring predictive analytics and AI-driven demand forecasting as the next step in their automation journey.
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