Notion Inventory Low-Stock Alert

Overview

This flow guards a Notion-run inventory against silent stock-outs. On a daily schedule it scans a Notion inventory database, flags every item whose on-hand quantity is at or below its reorder point, and then - only when at least one item is low - posts a low-stock summary to a Microsoft Teams operations channel, emails a consolidated reorder list to purchasing, and creates one Notion reorder task page per affected item.

Why it matters: inventory managed in Notion has no native reorder alerting. A scheduled threshold scan with a consolidated purchasing notice and auto-created reorder tasks prevents quiet stock-outs.

Ships Off (Stopped).

Use Case

An operations team tracks stock levels in a Notion database and wants automatic alerting and reorder tasks the moment an item hits its reorder point. Purchasing receives a single consolidated email rather than one message per item, and every low item gets a tracked reorder task page in Notion.

Flow Architecture

Environment Variables

Connectors & Connections

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.

Schedule

Adjust the daily stock-check recurrence for a different scan cadence.

Status label

Change Init Reorder Status (default To Order) to match your reorder-tasks DB Status options.

Property names

The Compose actions read Item Name/Name, Quantity, Reorder Point, Target Level; rename to match your inventory schema.

Dedup tasks

Before creating a reorder task, query the reorder-tasks DB and skip items that already have an open task.

Auto-PO

Push an approved reorder to QuickBooks/Xero to raise a purchase order automatically.

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.

coalesce(item()?['properties']?['Item Name']?['title']?[0]?['plain_text'], item()?['properties']?['Name']?['title']?[0]?['plain_text'], 'Unknown Item')

coalesce(item()?['properties']?['Quantity']?['number'], 0)

lessOrEquals(outputs('Compose_Quantity'), outputs('Compose_Reorder_Point'))

if(greater(sub(outputs('Compose_Target_Level'), outputs('Compose_Quantity')), 0), sub(outputs('Compose_Target_Level'), outputs('Compose_Quantity')), 0)

greater(variables('Low_Count'), 0)