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AI agent for auto mechanics

Tool and Van Inventory Agent

Vans stocked with what the week's jobs need

Risk managementAutomationReal estate and constructionOperations
See how it worksGet access
Tool and Van Inventory Agent: what goes in, what the agent does and what you get

What it does

Every trip to the supply house costs time, and an empty bin can stop a job. At the end of each day, this agent subtracts parts used from the job notes and compares van stock with minimum levels for each item. It checks next week's scheduled jobs for special parts not usually stocked. Anything short goes on a restock list. It also tracks tool service dates and meter calibration, and tools lent to a coworker until they come back. The tradesperson approves every supply order. After delivery, it checks the received items against the order and keeps missing ones on the list. Edge case: a meter past its calibration date is flagged before the next job that needs it.

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, continueApprovedYes, continueNoNo 1 STARTS WHEN End of day 2 USES A TOOL Subtract parts used from job notes 3 DOES Compare stock with minimums 4 USES A TOOL Check next week's jobs for special parts and toolservice dates 5 CHECKS THE RESULT Is everything needed in stock? If not: add to restock list. Back to step 2. 6 YOU APPROVE Tradesperson approves order 7 USES A TOOL Compare delivered items with the order 8 CHECKS THE RESULT Did every ordered item arrive? If not: keep missing items on the list and ask thesupplier. Back to step 6. 9 RESULT Restocked van and updated inventory
Read the steps as a list
  1. End of day
  2. Subtract parts used from job notes
  3. Compare stock with minimums
  4. Check next week's jobs for special parts and tool service dates
  5. Is everything needed in stock?If not: add to restock list. Back to step 2.
  6. Tradesperson approves orderThe agent waits here for your OK.
  7. Compare delivered items with the order
  8. Did every ordered item arrive?If not: keep missing items on the list and ask the supplier. Back to step 6.
  9. Restocked van and updated inventory

How it decides

Stock below minimum is restocked. Scheduled jobs' special parts are added.

  • Minimum levels per item
  • Special parts added
  • Tool service dates tracked

Make it yours

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

  • Minimum levels
  • Supplier
  • Order day
  • Tool service schedule

What keeps you in control

It always asks you first

  • Tradesperson approves orders

Hard limits

  • Never orders without approval
  • Never charges accounts

It stops when

  • Done: order placed
  • Stop: no jobs scheduled

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 happensAfter a week, the van had 2 half-inch PEX elbows against a minimum of 10, and a Tuesday job needed a 50-gallon expansion tank not normally stocked. Both went on the restock list, and the plumber approved the order. The Monday delivery was missing the tank, so the delivery check failed. The agent asked the supplier, and the tank arrived Monday afternoon.

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