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AI agent for warehouse managers

Inventory Count Reconciliation Agent

Every count variance explained or recounted.

AnalysisOperationsManagement
See how it worksGet access
Inventory Count Reconciliation Agent: what goes in, what the agent does and what you get

What it does

When a cycle count does not match the system, staff spend hours searching for late stock movements. This agent rebuilds what the stock level should have been at the exact time of the count. It then tests possible explanations one by one, starting with the most likely, such as a receipt posted late or stock put in the wrong bin. Any explanation that relies on a movement after the count cutoff is rejected. If an explanation fits, it prepares a proposed adjustment with the evidence. If nothing explains the gap, it schedules a recount. The inventory manager posts all adjustments. Edge case: an explanation uses a pick made after the count, so it is rejected and a recount is scheduled.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Variance found 2 USES A TOOL Reconstruct stock at the cutoff 3 DOES Test a timing or location hypothesis 4 CHECKS THE RESULT Does it explain the variance using only pre-cutoffmovements? If not: test the next hypothesis or create a recount.Back to step 3. 5 DOES Prepare the proposed adjustment 6 YOU APPROVE Inventory manager posts adjustments 7 RESULT Count-variance investigation packet
Read the steps as a list
  1. Variance found
  2. Reconstruct stock at the cutoff
  3. Test a timing or location hypothesis
  4. Does it explain the variance using only pre-cutoff movements?If not: test the next hypothesis or create a recount. Back to step 3.
  5. Prepare the proposed adjustment
  6. Inventory manager posts adjustmentsThe agent waits here for your OK.
  7. Count-variance investigation packet

How it decides

It tests hypotheses in order of likelihood and recounts when none explains the residual.

  • Use only movements recorded before the count cutoff.
  • Test the most likely explanation first.
  • Schedule a recount when no explanation fits.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Variance tolerance that triggers investigation (default 2% or 10 units)
  • Hypotheses to test and their order
  • When to schedule recounts
  • Who posts adjustments

What keeps you in control

It always asks you first

  • Posting adjustments
  • Altering count evidence

Hard limits

  • No postings.

It stops when

  • Done: explained or recounted.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn 15 April a count of bin C-14 shows 182 units against 200 in the system. The agent rebuilds stock at the 9:00 cutoff. The first hypothesis, a pick at 9:20, fails because it is after the cutoff. The second, a putaway of 18 units into C-15 at 8:40, fits. A spot check confirms 18 units in C-15. The inventory manager approves a transfer correction.

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