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Automated Weekly Stock Reconciliation

STS Electrical runs jobs and materials through Fergus, but nothing rolled line items back up into a working stock view. Every Tuesday the whole field team came in to walk and count three vans and the workshop, then someone typed the reorder into the supplier's website by hand. We are building an automation that does the lot before anyone has had a coffee. Currently in pilot.

This build is part of our AI workflow automation services for NZ businesses.

Van and workshop stock flowing into one master view and out to a drafted reorder email

Project Information

Category :

Stock & Inventory Automation
Client :

STS Electrical
Service :

Workflow Automation (Fergus)
Status :

Upcoming
Location :

New Zealand

Project Challenges

Hours of billable time disappeared into the Tuesday stock-take every week, stock across vans and workshop lived in memory rather than on record, and once the shortfall list was on paper someone still had to type every line into the supplier's website. Anything new had to slot into Fergus without changing how the team logs jobs.

Manual Tuesday Stock-Take – the whole field team walked and counted three vans and the workshop, every week.
Zero Fleet-Wide Visibility – no single screen showed total stock, and shrinkage went undetected.
Manual Reorder Entry – the shortfall list was typed into the supplier's website line by line.
No Consumption History – no record of what each lead used week to week, so patterns stayed invisible.
No New Systems – everything had to run on the Fergus account the team already lives in.

Project Results

The Tuesday stock-take stops being the moment inventory becomes visible. Van and workshop levels stay current all week, the owner sees the full picture on one screen, consumption is logged against the lead, the van and the date, and the reorder email is waiting in the inbox by Tuesday morning. Reordering goes from a desk job to a review-and-send.

Weekly Fergus Job & Line-Item Pull
Two-Pass Fuzzy Item Matching
Self-Updating Van-by-Van Stock View
Drafted Reorder Emails, Human Signed-Off
Full Order & Consumption Audit Trail

Organized electrical workshop shelf with a tablet showing an inventory checklist

Project Summary

Every Tuesday at 6am the system pulls the previous week's completed jobs from Fergus, classifies what each van consumed, updates the master stock sheet and drafts a reorder email listing everything at or below its threshold.

Stock items are matched to the master list with an exact pass first, then a conservative fuzzy pass that catches the shorthand the team uses on site; anything ambiguous lands in a review queue instead of being silently misfiled, and drop-shipped items are filtered out. A human always signs off the order before it goes to the wholesaler. The system runs in shadow mode for the first four weeks so real burn rates settle before reorder thresholds are set, job IDs prevent double-counting on re-runs, and every order is logged for audit. The sheet lives on STS's own workspace from day one, credentials can be revoked instantly, and the whole thing switches off with a single toggle.

Run a trades business on Fergus and want the same clarity over your stock?