Automatic Out-of-Stock Substitution Alerts
Every morning, WebRun opens VIP, checks today's route orders against current warehouse stock, finds the closest in-stock substitute for anything unavailable, drafts a substitution notice per retailer in Gmail for the rep to review, and posts the warehouse a Slack pick list.
How do I catch out-of-stock items before the delivery truck leaves?
WebRun catches out-of-stock items before the truck leaves. Every morning, it opens VIP, checks today's route orders against warehouse inventory, finds the closest substitute for anything unavailable, drafts a substitution notice per retailer in Gmail for the rep to review, and posts the warehouse a Slack pick list, so a driver never shows up with a hole in the order.
- Substitutions are found before loading starts, not discovered on the truck
- Every affected retailer gets a draft notice ready for the rep to send
- The warehouse gets one pick list instead of hunting for last-minute swaps
Built for beer distributors · wine wholesalers · warehouse and fulfillment teams · route sales reps
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.vipinsights.comin a real browser with your saved login - no setup, no API keys. -
1
VIP - check orders against stock
vipinsights.com
WebRun opens VIP to check orders against stock. - Open VIP and pull today's route orders
- Check each line item against current warehouse inventory
- List every order with an item now out of stock and find the closest in-stock substitute
Done when Every out-of-stock line item today has a proposed substitute.
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2
Gmail - draft substitution notices
gmail.com
WebRun opens Gmail to draft substitution notices. - Draft a short substitution notice for each affected retailer naming the swap
- Use the rep's usual tone and signature
- Leave every draft unsent in the outbox for the rep to review and send
Done when A ready-to-send substitution draft is waiting for every affected retailer.
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3
Slack - alert the warehouse
slack.com
WebRun opens Slack to alert the warehouse. - Post the warehouse a pick list of today's substitutions
- Show the original item, the substitute, and the route stop
- Flag any item with no reasonable in-stock substitute for a person to resolve
Done when The warehouse has today's substitution pick list before loading starts.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it tell the retailer about the substitution without review?
No. WebRun drafts the substitution notice in Gmail and leaves it unsent. The rep reviews and sends it, nothing reaches the retailer on its own.
How does it pick the substitute item?
It looks for the closest match in current warehouse stock, same brand family or category first, and flags anything with no reasonable match for a person to decide instead of guessing.
Does the warehouse still need to double check the pick list?
Yes. WebRun's list reflects VIP's inventory at the time it runs, so a quick visual check before loading catches anything that changed in the meantime.
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