CHALLENGES

The inventory puzzle: How chaotic can stock control get?

Keeping inventory under control can quickly become overwhelming. These are the key challenges that make stock management difficult to maintain:

Inconsistent stock counts across systems

Mismatched stock counts across platforms can lead to overstocking, tying up capital, or stock outs, resulting in missed sales and unhappy customers.

Manual data entry errors and delays

Entering inventory data manually is time-consuming and error-prone, creating discrepancies and delays that affect order fulfilment and stock accuracy.

Inefficient tracking and inventory visibility

Lack of real-time, centralized tracking makes it hard to monitor stock levels accurately, slowing decisions and impacting fulfilment.

FEATURES

Automate inventory management with Zoho RPA

Automating inventory updates

RPA streamlines inventory data updates across all systems, eliminating errors and ensuring real-time, accurate stock counts without manual intervention.

Automating inventory updates

Seamless ERP and warehouse integration

RPA integrates your ERP system with warehouse management software, enabling automatic data flow, synchronized stock levels, and smoother operations.

  • SaasuSaasu
  • QoyodQoyod
  • Zoho CRMZoho CRM
  • SquareSquare
  • RezgoRezgo
  • Zoho InventoryZoho Inventory
  • ShopifyShopify
  • Big commerceBig commerce

Automated restock triggers

RPA can automatically trigger restocking orders when inventory levels fall below predefined thresholds, ensuring shelves are always stocked without manual checks.

Automated restock triggers

Simplifying workflow automation

RPA simplifies the automation of complex inventory tasks by recording and transforming manual workflows into automated processes, reducing the need for custom programming.

Simplifying workflow automationSimplifying workflow automation

USECASE

Automating product image uploads using Zoho RPA

Keeping product listings visually accurate and up to date is critical for inventory and sales efficiency. Manually uploading product images into Zoho Inventory based on SKU mappings from spreadsheets can be time-consuming and error-prone. Without automation, teams face delays, inconsistent listings, and extra administrative effort.

How Zoho RPA streamlines product image uploads in Zoho Inventory

Inventory automation

  • Overview of the automation process

    The inventory manager sets a file-monitoring trigger in Zoho RPA to watch for new Excel files in a specific folder. Once a file is detected, the manager uses the Zoho RPA recorder to capture the upload process. Zoho RPA then converts this into a workflow that automatically uploads the right product images based on the Excel mappings.

  • Step 1

    Detecting the Excel file

    The RPA bot monitors a designated folder (e.g., C:\ProductImages\ToUpload\) and detects when a new Excel file is added.

  • Step 2

    Reading SKU-to-image mappings

    The bot opens the Excel file and reads each row to extract the SKU and its corresponding image file name.

  • Step 3

    Locating product images

    Using the extracted file names, the bot searches the local directory for the corresponding product image files.

  • Step 4

    Logging in to Zoho Inventory

    The bot launches the Zoho Inventory web interface and logs into the user's account with secure credentials.

  • Step 5

    Searching for products by SKU

    For each SKU, the bot searches the product catalog in Zoho Inventory to locate the correct product entry.

  • Step 6

    Uploading the image

    Once on the product page, the bot uploads the matching image file and confirms the update.

  • Step 7

    Logging upload status

    After all entries are processed, the bot generates a report logging the success or failure of each image upload for audit and review.

Benefits of automating image uploads with Zoho RPA

  • Consistent product listings

    Zoho RPA ensures product images are accurately matched and uploaded for every SKU, maintaining a consistent and professional inventory display.

  • Time-saving automation

    The automation eliminates repetitive manual uploading, freeing up staff time for more strategic tasks.

  • Error reduction

    Automated mapping and uploads reduce the risk of human error, such as mismatched SKUs or missing images.

  • Scalability for growing catalogs

    As your catalog grows, Zoho RPA scales effortlessly, making it easier to automate inventory management for growing businesses.

More inventory challenges? Let Zoho RPA take stock

Stock monitoring and reorder emails
Price update sync
Scheduled daily sync for inventory update
Inventory data integration across platforms

Stock monitoring and reorder emails

Without RPA

  • Staff manually opens Excel or ERP systems at scheduled times to check inventory levels.

  • The team compares stock levels against reorder thresholds manually.

  • Staff manually identifies low-stock items and sends reorder emails.

With RPA

  • The RPA bot runs automatically at scheduled intervals (e.g., daily at 10 PM) to check stock levels.

  • RPA compares each product’s stock level with predefined reorder thresholds instantly.

  • RPA flags low-stock items and automatically sends reorder emails with product details.

Price update sync

Without RPA

  • Staff manually checks emails or folders to see if a new pricing file has been received.

  • Staff opens the Excel or CSV file and reads updated prices and SKUs.

  • Staff manually logs in to Zoho Inventory, the POS, and online stores to update prices.

With RPA

  • The RPA bot monitors a specific folder (e.g., local or WorkDrive) and detects the pricing file automatically.

  • RPA extracts updated prices and SKU details from the detected file.

  • RPA logs in to Zoho Inventory, POS systems, and online stores to apply the updated prices across all platforms.

Scheduled daily sync for inventory update

Without RPA

  • Staff collects sales data manually from the POS, Shopify, or other platforms.

  • Staff opens the master Excel file and updates it with new stock values.

  • Staff compares the updated Excel data with system stock data manually.

  • Errors or mismatches are corrected manually by the team.

With RPA

  • RPA automatically collects sales data from all platforms as per schedule.

  • RPA updates the master Excel file with adjusted stock data based on sales.

  • RPA cross-checks stock levels between sales systems and the Excel file for accuracy.

  • RPA detects mismatches and can alert the team or make auto-corrections.

Inventory data integration across platforms

Without RPA

  • Staff receives or downloads inventory files and opens them manually.

  • Staff manually extracts SKU numbers, quantities, and other data from the file.

  • Staff logs in to Zoho Inventory, the POS, and ERP systems to update inventory one by one.

  • Staff manually compares values across platforms to identify mismatches.

  • Staff sends alerts or fixes errors after identifying mismatches.

With RPA

  • RPA is triggered by a new inventory file uploaded to a monitored folder.

  • RPA extracts inventory data like SKUs and stock levels directly from the file.

  • RPA logs in to all connected systems and updates inventory data across platforms.

  • RPA validates updated data across platforms, matching SKUs and quantities.

  • RPA triggers alerts or performs automatic corrections when discrepancies are found.

Get a personalized demo of Zoho RPA

Our product experts will reach out to you for a one-on-one demo.

Frequently asked questions

  • Can Zoho RPA work with third-party systems like Shopify, SAP, or POS platforms for inventory updates?

    Yes, Zoho RPA integrates smoothly with third-party systems like Shopify, SAP, and POS platforms. Using built-in connectors, it automates data transfer to keep inventory updates accurate and timely—eliminating manual work.

  • Can Zoho RPA automatically detect and act on changes in stock levels or pricing files?

    Yes. Zoho RPA can be scheduled to check stock levels at set intervals, comparing them against predefined thresholds. It can also monitor for newly added or modified pricing or stock files. When a new file is detected, it automatically triggers the appropriate actions, such as updating prices or initiating restocking.

  • How does Zoho RPA reduce the risk of human error in inventory management?

    Zoho RPA automates repetitive tasks like stock updates, data entry, and reporting, ensuring consistent accuracy. By reducing manual intervention, it eliminates errors caused by fatigue or oversight, improving inventory accuracy and reducing costly discrepancies in stock management.

  • How can Zoho Inventory users leverage Zoho RPA for better results?

    Zoho Inventory handles stock and order management well, but Zoho RPA can automate repetitive UI tasks like product image uploads, data entry, or spreadsheet-based updates. Zoho RPA fills that gap by handling UI actions, file triggers, and cross-platform syncs—making it easy to automate inventory management beyond what Inventory does on its own.