Automate Shopify Inventory Alerts with WhatsApp + Google Sheets

Introduction

A pet supply store owner was manually checking inventory levels every morning, creating reorder lists in a notebook, and still running out of best-sellers.

We built a system that sends WhatsApp alerts when stock hits reorder points—and automatically generates supplier orders. It took 3 hours to set up and saves 10 hours/week.

If you’re running a Shopify store with 50+ SKUs and constantly playing catch-up with inventory, this guide shows you exactly how to automate it.

The Real Cost of Manual Inventory Management

Here’s what most Shopify store owners deal with:

Daily Time Breakdown:

• Log into Shopify → Export inventory report: 15 minutes
• Open in Excel → Check each SKU against reorder points: 45 minutes
• Create reorder list manually: 20 minutes
• Email each supplier separately: 30 minutes
• Update “on order” quantities in spreadsheet: 20 minutes
• Total: 2+ hours per day = 10-14 hours per week

The Hidden Costs:

• Stockouts on popular items = $500-2,000/week in lost sales
• Over-ordering slow movers = cash flow problems
• Emergency orders = higher shipping costs
• Constant stress about inventory levels

For a pet store with 100-300 SKUs and varying turnover rates, this becomes a full-time job.

The Manual Workflow (What Most Store Owners Do)

Here’s the typical process that eats up your time:

1. Morning routine: Log into Shopify → Export inventory CSV
2. Manual checking: Open Excel → Compare current stock vs. reorder points (stored in your head or notebook)
3. Create reorder list: Write down what needs ordering
4. Email suppliers: Copy/paste SKUs, quantities, addresses into separate emails
5. Track orders: Update spreadsheet with “on order” quantities
6. Repeat daily (or miss stockouts)

Sound exhausting? Let’s fix it.

The Automated Solution: Complete Workflow

Here’s the system I built for a Dubai pet store with 180 SKUs. It handles everything from stock monitoring to supplier orders—automatically.

Tools You’ll Need

• Shopify (your existing store)
• Google Sheets (inventory master + reorder points)
• WhatsApp Business API (free for low volume)
• Make.com or Zapier (automation platform)
• Gmail (for supplier orders)

Total Cost: $0-20/month depending on order volume

Step 1: Inventory Sync (Every 6 Hours)

What Happens:

• Shopify inventory automatically syncs to Google Sheets
• Sheet includes: SKU, Product Name, Current Stock, Reorder Point, Supplier, Supplier Email, Lead Time

Google Sheet Structure:

| SKU | Product Name | Current Stock | Reorder Point | Supplier | Supplier Email | Lead Time |
|-----|--------------|---------------|---------------|----------|----------------|-----------|
| DOG-FOOD-CH-15 | Dog Food Chicken 15kg | 8 | 10 | PetCo | orders@petco.com | 3 days |
| CAT-LITTER-20 | Cat Litter 20L | 15 | 12 | PetSupply | sales@petsupply.com | 2 days |

Why This Works:

• One source of truth for all inventory data
• Easy to update reorder points as demand changes
• Supplier info stored in one place

Step 2: Low Stock Detection

What Happens:

• Make.com checks every 6 hours: IF Current Stock ≤ Reorder Point
• Triggers alert workflow for any SKUs below threshold

Example:

• Dog Food Chicken 15kg: Current Stock = 8, Reorder Point = 10
• System detects: 8 ≤ 10 → Trigger alert

Step 3: WhatsApp Alert to Store Owner

What Happens:

• Instant WhatsApp message with all relevant details
• Includes action buttons for quick response

Alert Message Template:

🚨 Low Stock Alert

Product: Dog Food (Chicken 15kg)
Current Stock: 8 units
Reorder Point: 10 units
Supplier: PetCo
Lead Time: 3 days

Suggested Order: 24 units
(Will bring stock to 32 units)

[Order Now] [Snooze 24hrs]

Why This Works:

• Instant notification (no need to check Shopify)
• All info in one message (no hunting for supplier details)
• Action buttons make it one-tap to order

Step 4: Automated Supplier Order

What Happens When You Click “Order Now”:

1. Calculates order quantity based on: (Max Stock - Current Stock)
2. Generates email to supplier with all details
3. Sends automatically from your Gmail
4. Updates Google Sheet with order details

Auto-Generated Email Template:

Subject: Reorder - [Your Store Name] - Order #2025-0305-001

Hi [Supplier Name],

Please process the following order:

SKU: DOG-FOOD-CH-15
Product: Dog Food - Chicken 15kg
Quantity: 24 units

Delivery Address:
[Your Warehouse Address]

Expected Delivery: March 8, 2025 (3 days)

Please confirm receipt of this order.

Thanks,
[Your Name]
[Your Store Name]

What Gets Updated:

• Google Sheet: “On Order” column = 24
• Google Sheet: “Order Date” = Today
• Google Sheet: “Expected Delivery” = Today + Lead Time

Step 5: Order Tracking and Delivery Confirmation

What Happens:

1 Day Before Expected Delivery:

📦 Delivery Reminder

Expecting delivery tomorrow:
- Dog Food (Chicken 15kg)
- 24 units from PetCo

Order Date: March 5
Expected: March 8

On Expected Delivery Day:

📦 Delivery Check

Did you receive this order?

Product: Dog Food (Chicken 15kg)
Quantity: 24 units
Supplier: PetCo

Reply YES to update inventory
Reply NO to follow up with supplier

If You Reply “YES”:

• Shopify inventory automatically updated (+24 units)
• Google Sheet “On Order” cleared
• Google Sheet “Last Received” = Today

If You Reply “NO”:

• System sends follow-up email to supplier
• Flags order as delayed in Google Sheet
• Sends you supplier contact info

Real Results: Dubai Pet Store Case Study

I built this for a pet store in Dubai with 180 SKUs across dog food, cat supplies, toys, and accessories. Here’s the transformation:

Before Automation:

• Time spent: 10 hours/week on inventory management
• Stockouts: 3-4 per week on popular items
• Lost sales: ~$1,500/week from stockouts
• Over-ordering: $8,000 tied up in slow-moving inventory
• Stress level: High (constant worry about running out)

After Automation:

• Time spent: 1 hour/week (just confirming deliveries)
• Stockouts: Zero in 3 months
• Recovered sales: $6,000/month (no more stockouts)
• Optimized inventory: Freed up $5,000 in cash flow
• Stress level: Low (system handles everything)

Financial Impact:

• Time saved: 9 hours/week = 36 hours/month
• Value: $900/month (at $25/hour)
• Recovered sales: $6,000/month
• Total benefit: $6,900/month
• System cost: $0/month (free tiers)
• ROI: Infinite

Owner’s Feedback: “I used to wake up stressed about inventory. Now my phone just tells me what to do, and it’s always right. I haven’t had a stockout in 3 months, and I’m not over-ordering anymore. Best $0 I ever spent.”

Advanced Features (Optional)

Once you have the basics running, consider adding:

1. Seasonal Demand Forecasting

• AI predicts higher reorder points before holidays/peak seasons
• Example: Increase dog food reorder point from 10 to 20 units in December

2. Multi-Location Inventory

• Different reorder points per warehouse/store location
• Route orders to correct supplier based on location

3. Supplier Performance Tracking

• Track delivery times vs. promised lead times
• Flag slow suppliers automatically
• Switch to backup suppliers if needed

4. Price Tracking

• Monitor supplier price changes
• Alert when prices increase >10%
• Suggest alternative suppliers

5. Sales Velocity Analysis

• Calculate how fast each SKU sells
• Adjust reorder points automatically based on trends
• Identify slow movers to discount/clear

DIY vs. Custom Build: What You Need to Know

You Can Build This Yourself If:

• You’re comfortable with Make.com/Zapier basics
• You have 3-4 hours to set it up
• You’re managing 50-200 SKUs
• You have 1-3 suppliers
• Your reorder points are relatively stable

DIY Setup Time: 3-4 hours one-time

You Need Custom Build If:

• You’re managing 500+ SKUs
• You have 10+ suppliers with different order formats
• You need multi-location inventory management
• You want AI-powered demand forecasting
• You need integration with warehouse management system
• Your time is worth $50+/hour

Cost Breakdown:

• DIY: 4 hours of your time + $0-10/month tools
• Custom Build: $800-1,500 one-time + $20-50/month tools
• Payback Period: 1-2 months (from time saved + recovered sales)

Common Challenges and Solutions

”What if I want to adjust order quantities?”

The system suggests quantities, but you can edit before confirming. Over time, you’ll refine your max stock levels.

”What about products with unpredictable demand?”

Set higher reorder points for unpredictable items. The system adapts to your settings.

”What if my supplier changes their email?”

Update the Google Sheet once, and all future orders use the new email. Takes 10 seconds.

”Can this work with multiple Shopify stores?”

Yes! Each store syncs to a different tab in the same Google Sheet.

Getting Started: Your Action Plan

Week 1: Setup Foundation

1. Create Google Sheet with inventory template
2. Export current Shopify inventory
3. Add reorder points for top 20 SKUs
4. Add supplier info

Week 2: Build Core Automation

1. Connect Shopify to Google Sheets (via Make.com)
2. Set up low stock detection
3. Configure WhatsApp alerts
4. Test with 5-10 SKUs

Week 3: Add Supplier Orders

1. Create email templates for each supplier
2. Set up auto-order workflow
3. Test with small orders

Week 4: Optimize

1. Add remaining SKUs
2. Adjust reorder points based on first week’s data
3. Add delivery tracking
4. Fine-tune alert timing

Conclusion

Automating inventory management isn’t about removing human judgment—it’s about removing the tedious daily checking and letting you focus on strategic decisions.

The pet store owner I worked with told me: “I used to spend 2 hours every morning checking inventory. Now I get a WhatsApp message when something needs ordering, I tap ‘Order Now,’ and it’s done. I have time to actually grow my business instead of just maintaining it.”

If you’re managing 50+ SKUs and spending more than 5 hours/week on inventory, this system will pay for itself in week one.

Want the exact Google Sheets template + Make.com blueprint? I’ve created a free starter pack with formulas and workflow screenshots. Drop your email below and I’ll send it over.

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Running a Shopify store and struggling with inventory? Drop a comment below or reach out—I’m happy to point you in the right direction.