| name | update-bit-inventory |
| description | Check email for router bit order updates and sync the inventory YAML files — update statuses, flag new bits, clear delivered items. |
| allowed-tools | Read, Edit, Bash, Grep, Glob, mcp__claude_ai_Gmail__gmail_search_messages, mcp__claude_ai_Gmail__gmail_read_message, WebFetch, Skill |
Update Router Bit Inventory from Email
Scan email for recent router bit orders and shipping notifications, then update the inventory YAML files to reflect current order statuses.
Overview
The inventory is stored as individual YAML files in workshop/src/content/bits/. Each file has status and status_date fields:
status: in-stock — owned, in inventorystatus: backorder with status_date: ~DATE — ordered but not yet shippedstatus: shipped with status_date: DATE — shipped, in transitstatus: ordered with status_date: DATE — ordered, being processed
Step 1: Search email for recent orders
Search Gmail for order confirmations and shipping notifications from approved vendors:
mcp__claude_ai_Gmail__gmail_search_messages
q: "from:woodpeck.com OR from:bitsandbits.com OR from:whitesiderouterbits.com (order OR shipping OR backorder OR delivered OR tracking)"
maxResults: 30
Step 2: Read the relevant emails
Read each order confirmation and shipping email. Extract:
From order confirmations:
- SKU(s) ordered
- Product name(s)
- Whether the item is backordered (look for
backorder-message div or "Sold Out! Reserve Yours" text)
- Estimated ship date if backordered
- Order number (Web/PO number maps to the shipping email's order number)
From shipping emails:
- Order number (in subject line: "Order XXXXXXXXXX Shipped")
- Web/PO number (in the body, maps to order confirmation number)
- SKU(s) shipped
- Back-ordered quantity (column in the item table — if >0, that SKU is still pending)
- Ship date
Key patterns in Woodpeckers emails:
- Order confirmations: Subject "Your Woodpeckers LLC order confirmation", from
mailroom@woodpeck.com. SKUs are in <p class="sku">SKU: XXXXX</p>. Backorder messages are in <div class="backorder-message">.
- Shipping emails: Subject "Order XXXXXXXXXX Shipped", from
mailroom@woodpeck.com. Items are in an HTML table with columns: Item, Description, Quantity Ordered, Back Ordered, Quantity Shipped.
- Sets (e.g. US57BD-3PC) contain individual SKUs listed with
.. prefix (e.g. ..US57125BD).
Step 3: Build the status map
Cross-reference orders with shipments to determine current status of each SKU:
| Scenario | Status |
|---|
| Ordered, no shipping email yet, has backorder message | backorder with estimated date |
| Ordered, no shipping email yet, no backorder message | ordered (processing) |
| Shipping email exists, back-ordered qty = 0 | shipped with ship date |
| Shipping email exists, back-ordered qty > 0 | Partially shipped — the backordered portion is still backorder |
| Shipped and enough time has passed (>7 days) | Likely delivered — clear the status |
Only flag bits that are in the inventory (have a YAML file in workshop/src/content/bits/). Report any ordered SKUs not in the inventory so the user can decide whether to add them.
Step 4: Update the YAML files
For each bit that needs a status change, edit the YAML file in workshop/src/content/bits/:
To set backorder:
Change status: in-stock to status: backorder and status_date: null to status_date: ~DATE
To set shipped:
Change status to status: shipped and set status_date: DATE
To set ordered:
Change status to status: ordered and set status_date: DATE
To clear a status (delivered):
Change status to status: in-stock and set status_date: null
To add a new bit that isn't in the inventory yet:
Invoke /add-bit {SKU} --status backorder --status-date {date} (or --status shipped --status-date {date}) for each new SKU found in orders. The add-bit skill handles vendor resolution, image fetching, and YAML creation automatically.
Step 5: Summarize changes
Report to the user:
- Which YAML files were updated (and to what status)
- Which statuses were cleared (delivered)
- Which ordered SKUs are not yet in the inventory
- Any ambiguous cases (e.g. couldn't match a SKU, partial shipment)
Do NOT commit, push, or deploy — let the user review and decide.
