Freelance projects

Freelance projects

Automation of inventory collection from warehouses via Gmail and Google Drive/Sheets

Bot Development, Python — incorrectly specified categories?

112 USD

Project translated automatically. Log in or register, to view the original

🎯 Project Goal

Create a fully automated system that:

automatically receives and processes inventory from warehouses (Excel/CSV files arriving in Gmail),
saves them to Google Drive in a date-structured format,
merges data with the main product export (by product code),
generates a summary table with quantities for each warehouse and total inventory,
operates in offline mode with regular email checks.

📦 Source Data and Operating Logic

List of Warehouses:

Novograd-Volynsk Factory
Kiev — ⚠️ sends two reports:
- Inventory Factory
- Inventory Kiev Warehouse
Dnipro
Ternopil

Files may arrive:

at different times of the day (not simultaneously);
in different formats (.xls, .xlsx, .csv);
in separate emails, with one or multiple attachments;
with different column structures (but always include: product code, name, quantity).

⚙️ Automation Requirements

1. Email Checking

The system must check Gmail every 20 minutes.
After receiving new emails with attachments:
- determines the warehouse and type of report by the email subject or file name;
- saves files to Google Drive (in the folder for the current day);
- processes files without waiting for other warehouses;
- marks processed emails with a label (e.g., stock/processed) to avoid reprocessing.

Warehouses can send files at any convenient time,
when they have access, internet, or time — the system should process them automatically,
regardless of the time of day.

2. Sending Requests

The script (or bot) sends request emails to all warehouses every morning at 07:00.
For Kiev — two separate emails: one for “Factory”, one for “Kiev Warehouse”.

The email subject must contain recognition markers:

[STOCK][NOVOGRAD]
[STOCK][KYIV][FABRIKA]
[STOCK][KYIV][SKLAD]
[STOCK][DNIPRO]
[STOCK][TERNOPIL]

Upon receiving response emails, the system must understand where to save the file and which column to enter it into based on these markers.

3. Storage Structure on Google Drive

A new folder with the date is created every day:

/Inventory/2025-10-21/

Inside — subfolders by warehouses:

/Inventory/2025-10-21/Novograd-Volynsk Factory/
/Inventory/2025-10-21/Kiev/Factory/
/Inventory/2025-10-21/Kiev/Kiev Warehouse/
/Inventory/2025-10-21/Dnipro/
/Inventory/2025-10-21/Ternopil/

If multiple files arrive — all are saved with a unique name (date + original name).

Keep folders only for the last 5 days, automatically delete everything older.

4. Data Processing and Merging

After saving the file, the system:

Reads the table, finds the columns code, name, quantity (by keywords).
Forms an internal inventory database by warehouses.
Compares product codes with the main export (the file provided by the client).

5. Summary Table Generation

The result of the data merging should be a table in the following format:

Product Code	Name	Novograd-Volynsk	Kiev (Factory)	Kiev (Warehouse)	Dnipro	Ternopil	Total
10125	Blanco Wardrobe	5	12	3	4	2	26
10488	Rondo Chest of Drawers	0	3	0	2	1	6

If any product is missing in the warehouse report — the value for it is 0.
If a code is found in multiple files from one warehouse — the values are summed.
The Total column = the sum of all warehouses.
Rows should be formed according to the client's export — that is, products not present in any report should still be included, but with zero balances.

6. Integration with Client's Export

The client provides a separate file with products (e.g., catalog.xlsx),
which includes codes, names, categories, etc.
The script should take codes from this file as the basis, and insert corresponding quantities into the warehouse columns.
If there are codes in the warehouse files that are not in the export — it can:
- either add them to the end of the list,
- or ignore them (at the client's discretion, make it an option).

7. Final File (Result)

The summary table is saved daily in the folder for the current date:
```
/Inventory/2025-10-21/Inventory_2025-10-21.xlsx
```
A Google Sheet is also generated for online viewing.
In the future, Google Data Studio or Looker can be connected for visualization.

8. Archive Cleanup

Keep only the last 5 days.
Folders and files older than 5 days should be automatically deleted (scheduled once a day).

🧠 Additional Requirements

Everything works fully automatically.
Check for new emails every 20 minutes.
Ability for manual launch if necessary.
Ability to easily change:
- email addresses of warehouses;
- checking schedule;
- number of days to keep;
- column structure.
Logging of all actions (in Google Sheet or text log).

💻 Preferred Implementation

Google Apps Script — preferred option (everything works within Gmail/Drive/Sheets, without a server).
Alternative: Python with Gmail API + Google Drive API + Google Sheets API (if hosting is required).

📋 What the Executor Should Provide

A fully working solution (script, triggers, instructions).
Instructions:
- where to change addresses and schedule;
- where to specify the path to the export file;
- how to manually launch.
Testing with real emails (1–2 days).
Guarantee of correct operation for 7 days after launch.

https://drive.google.com/drive/u/2/folders/11PcIgGkjVI7tnKD5N4vKfg7DZ

Proposals 12 Rejected 2 Discussions 2

Oleksandr Stinkovyi

117 0

Budget: 5000 UAH Deadline: 3 days

Hello.

I am a NodeJS developer. I am ready to take it on. Write to me, we will discuss.

Hello, I have been working on automating data collection from storage via Gmail emails ✅, processed over 15,000 records, and organized a file system for 7 warehouses.

How do you plan to handle possible errors in the column structure of the attached files during automated processing?

I suggest we get in touch, I will consult you for free on the technical side and we will create a development plan + I will tell you about my team!

Yevhen S.

0 0

Projects -
Rating -
Rating 183

Budget: 5000 UAH Deadline: 8 days

Hello. The task is quite creative and interesting. I am ready to implement it. I have experience in creating CRM systems based on Google Sheets. For the first order, I will give a 50% discount.

Oleh Patrushev

21 0

Projects 21
Rating -
Rating 612

Budget: 5000 UAH Deadline: 30 days

Hello! I can do your project. I have experience. Write to me and we will agree.

Nazar Kernytskyi

0 0

Projects -
Rating -
Rating 273

Budget: 27000 UAH Deadline: 7 days

Hello.
For your project, a fully autonomous system for aggregation and reporting on inventory is required. I will implement it using Google Apps Script, ensuring seamless integration with Gmail, Google Drive, and Google Sheets without the need for additional server infrastructure. I will automate email parsing, file classification by warehouses, structured storage, and real-time data processing to create unified inventory tables, using your product catalog as a source of reliable information. The system will regularly check for new reports, process them instantly, and automatically clean historical data, providing logging capabilities and manual control. I will develop a reliable logic for recognizing files by topic markers, standardize incompatible file formats, and daily generate consolidated data in Excel and Google Sheets. With a scalable architecture and clear documentation, this solution will operate reliably, without manual intervention, and can be easily configured for future adjustments.

Viktor Piven

18 3

Budget: 10000 UAH Deadline: 4 days

Good day. I am engaged in no-low code process automation. I can develop an automated system for you based on n8n. This platform not only reliably implements all the necessary functionality but also simplifies making changes in the future. Moreover, such a system is more visual, which significantly eases monitoring its operation. If you are interested - write to me, I will be happy to discuss the details and help.

Vladyslav B.

5 0

Budget: 12000 UAH Deadline: 10 days

I can implement such automation through Google Apps Script — optimally for Gmail and Google Drive without external hosting. The script will process emails, create daily folders, merge Excel/CSV files, and generate a pivot table in Google Sheets.

I have a couple of questions, let's discuss them in person.

Olga S.

11 2

Budget: 20000 UAH Deadline: 1 day

Good day!

I can implement a fully automated inventory processing system according to your technical specifications.

Vladislav S.

102 0

Budget: 16000 UAH Deadline: 4 days

Good day. I would be glad to help. I will complete everything quickly and efficiently. The necessary experience and skills are available.

Andrey K.

1 287 1

Budget: 27000 UAH Deadline: 7 days

Hello. I have experience in developing similar scripts. I can implement it in Node.js or Python.

Oleksii T.

12 0

Budget: 27000 UAH Deadline: 10 days

Hello!

I have over 10 years of experience in Python development. I have repeatedly worked with all the necessary Google APIs for tasks, as well as with email for developing various automations.

I am ready to offer you automation in Python, with an estimated cost of $1500-$2500. Write to me, I would be happy to discuss the details.

Aleksandr P.
Dnepr, Ukraine
Мебли оптом

Projects 23
Rating 5.0
Rating 552