Why automate inventory management with AI?
Manual inventory management is time-consuming and error-prone. Checking stock levels daily, creating reorder suggestions and tracking batch numbers — these are tasks that quickly pile up in a busy warehouse. With AI and Exact Online, you automate these processes and always maintain control over your inventory. Ledger Botje connects your ChatGPT assistant directly to your Exact Online administration via the MCP protocol, allowing you to ask questions about your warehouse in natural language.
Whether you manage a small stockroom or run a complex distribution centre: AI makes inventory management faster, more accurate and less labour-intensive. In this article, we show which tools are available and how to use them in practice.
Automating daily stock checks
A common task is checking stock levels at the start of the working day. Instead of logging into Exact Online and manually navigating through screens, you simply ask: "Which items are below minimum stock?" The AI uses the items.stock tool to retrieve real-time stock data and presents an overview of items that need attention.
You can also ask more specific questions: "Show all items in the Utrecht warehouse with fewer than 20 units in stock" or "Which A-items have less than one week of stock based on average consumption?" This way you get exactly the information you need to plan your working day.
Reorder suggestions and reorder points with AI
Inventory management is not just about knowing what you have, but also about knowing what to order. Ask your AI assistant: "Which items need to be reordered based on minimum stock levels?" The AI analyses your current stock levels and compares them with the minimum values set in Exact Online.
Take it a step further with questions like "Create a purchase order for all items that are below the reorder point" (available with the Advanced plan). This way you combine stock insight directly with action. Check the comprehensive guide to inventory management with AI for more examples of stock queries.
Batch tracking and traceability via AI
For businesses working with batch numbers, traceability is essential — think of food products, pharmaceuticals or chemicals. The items.batch.history tool gives you full insight into the lifecycle of a batch. For example, ask: "Show the complete history of batch LOT-2026-015" and you will see all transactions: receipts, transfers and deliveries.
Need to quickly locate a batch? Ask: "At which storage locations is batch BN-2026-033?" The AI uses the warehouse.locations.stock tool to show exactly where the batch is physically located. This is indispensable for quality issues or product recalls.
Managing stock per storage location
In a warehouse with multiple storage locations, it is crucial to know where each item is stored. Ask questions like: "Show the stock per location for item A1001" or "Which locations in aisle 3 are empty?" The warehouse.locations.stock tool retrieves this information directly from Exact Online, so your warehouse staff can work efficiently.
Combine location information with reorder suggestions: "Which items at location A-01-03 need to be replenished?" This way you optimise not only your stock levels, but also the physical layout of your warehouse.
Get started with automated inventory management
Automating inventory management with AI and Exact Online starts with setting up the MCP connection. Within five minutes you have access to all stock tools via your favourite AI assistant. Browse the prompt library for ready-to-use warehouse prompts and discover how much time you can save daily. View the plans to start with a free trial.