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AI agent for retail managers

Store Shrink Exception Investigation Agent

Find and explain shrink early, with evidence

Store Shrink Exception Investigation Agent: what goes in, what the agent does and what you get

What it does

Store losses from theft, errors and damage add up, but most signals are buried in daily data. Each week this agent looks for loss signals: refund and void spikes by register or employee, stock drops not matched by sales, deliveries short against invoices, and damaged goods write-offs. For each exception it checks for ordinary explanations first, such as a missed delivery scan or a price change. Exceptions still unexplained are listed with evidence. It rechecks open items the next week to see if they repeat. Possible employee issues go only to the manager and loss prevention, never to the wider team. The manager decides any action. Edge case: an employee with many refunds who works the returns desk is compared with other returns-desk staff, not the whole store.

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 Weekly shrink review 2 USES A TOOL Pull refunds, voids, stock movements and deliveries 3 DOES Find exceptions beyond normal ranges 4 USES A TOOL Check for missed scans, price changes and deliveryerrors 5 CHECKS THE RESULT Is each exception explained by an ordinary cause? If not: keep it on the list with evidence and watch forrepeats. Back to step 4. 6 USES A TOOL Draft exceptions report 7 YOU APPROVE Manager and loss prevention decide actions 8 RESULT Exceptions logged
Read the steps as a list
  1. Weekly shrink review
  2. Pull refunds, voids, stock movements and deliveries
  3. Find exceptions beyond normal ranges
  4. Check for missed scans, price changes and delivery errors
  5. Is each exception explained by an ordinary cause?If not: keep it on the list with evidence and watch for repeats. Back to step 4.
  6. Draft exceptions report
  7. Manager and loss prevention decide actionsThe agent waits here for your OK.
  8. Exceptions logged

How it decides

It rules out admin and delivery errors before listing an exception and compares staff with peers in the same role.

  • Compare staff with others in the same role
  • Short deliveries go to the supplier claim process
  • Repeat exceptions raise priority

Make it yours

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

  • Exception thresholds
  • High-risk items list
  • Report day
  • Who sees staff-level data

What keeps you in control

It always asks you first

  • Any action involving staff
  • Supplier claims

Hard limits

  • Never accuses or disciplines staff
  • Staff data shared only with the manager and loss prevention

It stops when

  • Done: report delivered
  • Stop: data incomplete for the week

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 happensIn the week of March 3, razor blade stock fell 42 units with only 9 sold. The agent checked deliveries and found a 24-unit short delivery, which explained part of it. The remaining 9 units failed the explanation check and went on the list. The next week the gap repeated, and the manager moved the razors behind the counter.

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