Google Sheets Inventory Reorder Automation

Overview

This flow automates low-stock reordering from an inventory Google Sheet. On a daily schedule it reads every inventory row, keeps only the items whose current quantity is at or below their reorder point, logs a purchase order to a Microsoft Dataverse table, emails the supplier (via Office 365 Outlook), and writes the on-order quantity and status back to the originating sheet row so the same item is not reordered next run. Why it matters: Manual reorder checks lead to stockouts or over-ordering. Automating the reorder-point check, PO logging, and supplier notification keeps stock healthy with a fully auditable trail — while the business team keeps working in a familiar Google Sheet. Status: Ships Off (demo). Going live requires only authorizing the three connections and setting the three environment variable values.

Use Case

A small operations/finance team tracks inventory in a Google Sheet and wants reorders triggered, recorded, and communicated automatically. Each row carries its own reorder point, target reorder quantity, and supplier email, so purchasing logic lives in the sheet (no flow edits needed to change thresholds or suppliers). Expected sheet columns: SKU, ItemName, Quantity, ReorderPoint, ReorderQuantity, SupplierEmail, OnOrderQty, Status.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Google Sheets	shared_googlesheet	GetItems PatchItem
Microsoft Dataverse	shared_commondataserviceforapps	CreateRecord
Office 365 Outlook	shared_office365	SendEmailV2

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Skip already-on-order items

Extend Filter_Low_Stock to also require Status not equal to On Order so reminders aren't duplicated between runs.

EOQ

Replace the ReorderQuantity column with an economic-order-quantity calculation in a Compose before Create_PO_Record.

Approval gate

Insert an Approvals StartAndWaitForAnApproval before Send_Reorder_Email for orders above a value threshold.

Receipt reconciliation

Add a companion flow that clears OnOrderQty/Status when stock is received.

Cadence

Change the Recurrence trigger frequency/time to match your purchasing rhythm.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@lessOrEquals(int(item()?['Quantity']), int(item()?['ReorderPoint']))

@concat('PO-', formatDateTime(utcNow(),'yyyyMMddHHmmss'), '-', items('Apply_to_each_Low_Stock_Item')?['SKU'])

@coalesce(items('Apply_to_each_Low_Stock_Item')?['SupplierEmail'], variables('varPurchasingEmail'))

@items('Apply_to_each_Low_Stock_Item')?['__PowerAppsId__']

@outputs('Compose_Updated_Row')

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