A catalog, a stock ledger across locations, orders, a reorder plan and a Shopify or WooCommerce sync — standalone or beside the store that already sells.
Karmaflow.ai keeps a product catalog, the stock on hand at each of your locations, the orders that move it, and a ledger of every change — and lets the same AI agents that answer your phone, chat and texts look up a product, check stock and take an order. It runs on its own for a business with no online store, or beside Shopify or WooCommerce, where the first decision is simply who owns the count.
flowchart LR
shop[Shopify / WooCommerce] <-->|products · stock · orders| sync[Store sync<br/>webhooks + catch-up poll]
sync --> catalog[Catalog<br/>products & variants]
sync --> ledger[Stock ledger<br/>one row per change]
csv[CSV / Excel import] --> catalog
ui[Products, Stock, Orders pages] --> ledger
agents[Voice · chat · SMS · email · task agents · MCP] -->|search, check stock, order| ledger
ledger --> levels[Levels per location<br/>on hand · reserved · incoming]
levels --> reorder[Reorder plan]
reorder --> po[Purchase orders]
po -->|receive| ledger
levels --> triggers[Workflow triggers & alerts<br/>low stock · out · back in stock]
ledger --> ai[AI: draft copy, categorise,<br/>explain the plan, brief me]
| Area | What it carries | Where |
|---|---|---|
| Products & variants | Name, description, category, tags, brand, supplier, images; each variant has a SKU, barcode, price, compare-at price, cost, weight and its own reorder point | Inventory → Catalog → Products |
| Locations | A warehouse, a shop floor, a van — every level and movement names one | Inventory → Setup → Inventory Settings |
| Stock levels | On hand, reserved, available and incoming per variant and location, with a running ledger of every receive, sale, count, transfer and adjustment | Inventory → Catalog → Stock |
| Reorder plan | What to order, how much and how urgently, from the sales pace, lead time and safety days — drafted straight into purchase orders | Stock → Reorder plan |
| Sales orders | From the UI, your agents, Shopify and WooCommerce in one list; each reserves and then deducts stock at the moment you choose | Inventory → Orders → Sales orders |
| Purchase orders | What is on order from suppliers; receiving puts units into stock through the ledger | Inventory → Orders → Purchase orders |
| Stores | Shopify and WooCommerce connections: products, stock and orders in the directions you choose, real-time webhooks and a scheduled catch-up | Inventory → Setup → Stores |
| AI assistance | Product copy drafts, category suggestions, import column mapping, a narrative over the reorder plan and a stock brief — on demand, with two opt-in automations | Throughout, marked with a sparkle |
Every change to stock is a row in the ledger that says what moved, how much, who did it and from where — a person on the Stock page, a chat agent taking an order, a Shopify webhook, a purchase order being received. The level is only ever the sum of its rows, so two agents selling the last unit at the same moment cannot both succeed: the second one is refused with the figures, and the customer hears "we have one left" rather than a promise the business cannot keep.
available is what can be sold now (on hand minus what open orders have reserved). incoming is what is on order from a supplier and not here yet — the agents are told never to promise it.
Connect a Shopify or WooCommerce store and choose who owns the count:
Products, stock and orders each have their own direction (pull, push, both or off), webhooks bring changes in within seconds, and a scheduled sync catches anything a webhook missed. A product edited on both sides between syncs keeps the local change on the fields you touched and takes the store's on the rest.
Fourteen inventory tools are available to every agent type and over MCP: search the catalog, get a product, check stock, list low stock, create and update products, adjust and transfer stock, create sales and purchase orders, update an order's status, receive a purchase order, and ask for reorder suggestions. A voice agent asked "do you have the blue one in medium?" answers from the live level; a chat agent can take the order and reserve the units; a task agent can draft the week's purchase orders. Every write carries the conversation it came from, so the ledger row links back to the call or chat.
The arithmetic — what is available, what crosses a reorder point, how much to order — is fixed and the same for everyone. The AI writes around it: a product description from the record (listing what it had to assume), a category and tags for a batch of imported products, a column mapping for a spreadsheet nobody labelled, a buyer's summary of the reorder plan ("the two urgent lines, and the one that looks odd"), and a morning brief over the ledger. Nothing it writes is saved until you apply it, and what it wrote is marked on the product.
Two automations are a choice, off by default: draft a description for a product a store import brings in with none, and suggest a category and tags for every imported product that has none.
A business with a shop and a phone line stops keeping two counts. A business with no storefront gets a catalog its agents can quote from. A buyer opens the reorder plan instead of a spreadsheet, reads one summary, ticks the lines and has the purchase orders drafted.
Start with Getting Started with Products & Inventory, then Products, Stock and the Reorder Plan, Sales and Purchase Orders, Connecting Shopify or WooCommerce and AI Assistance and Agent Tools. The agent tools reach every channel described under Voice Agents, Chat Agents and SMS Agents, and the triggers plug into Orchestrations.
Ready to work in it? Sign in to Karmaflow.ai and open Inventory → Catalog → Products.