Low stock and expiry alerts for your pharmacy

Checks your pharmacy inventory sheet every morning and emails the medicines running low or near expiry, marking each in the sheet.

RPRyan Peng · 1 workflow · Updated Nov 13, 2026

UsesGmailGoogle Sheets

Low stock and expiry alerts for your pharmacy

Run every day at 09:00.Run every day at 09:00.

Set inventorySheetUrl to blank.Set inventorySheetUrl to blank.

Set inventoryTab to Inventory.Set inventoryTab to Inventory.

Set pharmacistEmail to blank.Set pharmacistEmail to blank.

Set lowStockThreshold to 10.Set lowStockThreshold to 10.

Set expiryWarningDays to 30.Set expiryWarningDays to 30.

Set datesAreDayFirst to false.Set datesAreDayFirst to false.

Google SheetsRead the rows of inventorySheetUrl. Save it as inventory.Read the rows of inventorySheetUrl. Save it as inventory.

Set rows to inventory.rows.Set rows to inventory.rows.

Set headers to inventory.headers.Set headers to inventory.headers.

If rows is emptyIf rows is empty

Yes

Stop and report a problem: The tab '@inventoryTab' has no medicines under its header row. Check the tab name in the inventoryTab step and that the inventory starts on row 2, then run it again.Stop and report a problem: The tab '@inventoryTab' has no medicines under its header row. Check the tab name in the inventoryTab step and that the inventory starts on row 2, then run it again.

No steps

Run Python code on rows, headers, today, low_stock_threshold, expiry_warning_days, and dates_are_day_first and save it as analysis.Run Python code on rows, headers, today, low_stock_threshold, expiry_warning_days, and dates_are_day_first and save it as analysis.

If analysis.error isn't emptyIf analysis.error isn't empty

Yes

Stop and report a problem: analysis.error.Stop and report a problem: analysis.error.

No steps

If analysis.has_alerts is yesIf analysis.has_alerts is yes

Yes

GmailSend an email to pharmacistEmail.Send an email to pharmacistEmail. Subject: analysis.email_subjectanalysis.email_body

No steps

Set failedUpdates to an empty list.Set failedUpdates to an empty list.

For each update in analysis.updates:For each update in analysis.updates:

If a step below fails, save the error as writeFailedIf a step below fails, save the error as writeFailed

Try

Google SheetsOverwrite row update.row_number of inventoryTab in inventorySheetUrl.Overwrite row update.row_number of inventoryTab in inventorySheetUrl.

On error

Add row update.row_number (update.medicine): writeFailed.message to the end of failedUpdates and save it as failedUpdates.Add row update.row_number (update.medicine): writeFailed.message to the end of failedUpdates and save it as failedUpdates.

If failedUpdates isn't emptyIf failedUpdates isn't empty

Yes

Stop and report a problem: The Alert Status column could not be updated for failedUpdates joined by ; . Any alert email due today was already sent; these medicines will be reported as new again on the next run.Stop and report a problem: The Alert Status column could not be updated for failedUpdates joined by ; . Any alert email due today was already sent; these medicines will be reported as new again on the next run.

No steps

If analysis.has_alerts is yesIf analysis.has_alerts is yes

Yes

Finish the run: Sent '@analysis.email_subject' to pharmacistEmail and updated the Alert Status of the length of analysis.updates rows.Finish the run: Sent '@analysis.email_subject' to pharmacistEmail and updated the Alert Status of the length of analysis.updates rows.

Finish the run: All medicines checked (analysis.checked) are stocked and in date. Nothing was sent.Finish the run: All medicines checked (analysis.checked) are stocked and in date. Nothing was sent.