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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 shortfall in by hand. A time audit put that at five to ten hours every week. We built an automation that turns the previous week's Fergus jobs into a per-van refill list before anyone has had a coffee. The Tuesday stocktake is gone, and the same job now takes about an hour.

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 :

Live
Result :

5–10 hrs/wk → ~1 hr
Location :

New Zealand

Project Challenges

Five to ten 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 stocktake is gone. Every Tuesday at 6am the system reads the previous week's completed jobs from Fergus, works out what each van actually used, and lays out a per-van refill list before the team starts. Each person tops their van back up from the workshop shelf and gets going. What used to swallow five to ten hours a week now takes about one.

Weekly Fergus Job Pull, Fully Unattended
Two-Pass Matching with a Numeric-Conflict Veto
Per-Van Refill List, Grouped by Person
Tick-to-Clear as Each Van Is Refilled
Ambiguous Items Routed to Review, Never Guessed

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, works out what each van consumed and builds a refill list grouped by van, so each person tops their van back to full from the workshop shelf.

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. A numeric-conflict check blocks any match where a size or rating disagrees, so a 32mm part is never mistaken for a 25mm one; anything ambiguous lands in a review queue instead of being silently misfiled, and the review pile shrinks as the system learns each name. Re-runs can't double-count, every list is logged for audit, the sheet lives on STS's own workspace, and the whole thing switches off with a single toggle.

★★★★★

“We did an audit of our team’s time and found we were wasting between five and ten hours every week on stock takes and sorting missing parts. Now we only spend about one hour a week. My team pick up their reload box and they are good to go. This is such a game changing time saver for us, and it has already reduced so much stress and wasted time. I would never have got round to making such a quality and detailed system myself, and the Fiord AI team made it so easy.”

Scott Lovell-Gadd, Owner, STS Electrical

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