AI-Based Medicine Stock Monitoring & Expiry Alert System

Main use cases:

1. Automatically monitor medicine inventory on a daily basis.
2. Detect low stock levels and send instant alerts.
3. Track medicine expiry dates and notify for expiring or expired items.
4. Update inventory records in Google Sheets in real time.
5. Calculate reorder quantities based on sales trends.
6. Record medicine sales and adjust stock automatically.

How it Works:

This workflow automates pharmacy inventory management using n8n, Google Sheets, and Twilio. It ensures accurate stock tracking, expiry monitoring, and real-time alerts without manual intervention.

1. Medicine Entry & Inventory Setup

• A form is used to add new medicines with details like:
  • Medicine name
  • Batch number
  • Quantity
  • Expiry date
  • Minimum stock level
  • Supplier and pricing details
• The data is stored in Google Sheets as the central inventory database.
• Default values like status, expiring flag, and reorder quantity are initialized.

2. Daily Inventory Monitoring

• A scheduled trigger runs daily to check all inventory records.
• The system calculates:
  • Whether a medicine is expired
  • Whether it is expiring within 30 days
• Based on this:
  • Expired medicines are flagged as “Do NOT sell”
  • Expiring medicines are marked for attention

3. Low Stock Detection

• The workflow compares current quantity with minimum stock level.
• If stock is below the threshold:
  • A low stock alert is sent via WhatsApp using Twilio.

4. Expiry & Expired Alerts

• If a medicine is nearing expiry:
  • A warning alert is sent with expiry date.
• If already expired:
  • A critical alert is sent to prevent selling it.

5. Sales Entry & Real-Time Stock Update

• A sales form captures:
  • Medicine name
  • Batch number
  • Quantity sold
• The system:
  • Fetches the matching record
  • Deducts sold quantity
  • Updates stock instantly in Google Sheets
• If stock becomes low after sale:
  • A new alert is triggered automatically

6. Smart Reorder Calculation

• The system calculates reorder quantity using:
  • Average daily sales
  • Supplier lead time
• This ensures timely restocking and avoids stockouts.
• Reorder values are updated in Google Sheets for planning.

Why This Workflow is Powerful

• Fully automated pharmacy inventory management
• Prevents selling expired medicines
• Real-time stock updates with zero manual tracking
• Instant WhatsApp alerts for critical situations
• Smart reorder planning to avoid shortages
• Scalable for pharmacies, hospitals, and medical stores

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