Instead of juggling multiple PDFs, Excel files, or supplier emails, Lutra can convert and merge data into a consistent spreadsheet or dashboard. Gain complete visibility into stock levels, inbound shipments, and product costs.
Key Use Cases
Order PDF to Structured Spreadsheet
Parse packing slips or orders: Lutra extracts line items, quantities, SKUs/UPCs, and costs from PDF-based orders.
Automated itemization: Data is directly added to a Google Sheet or Excel file.
Comprehensive records: Consolidate order details from multiple PDFs into one master sheet for straightforward reference.
Combining Multiple Supplier Price Lists
Standardized columns: Bring together price lists from different suppliers, each with its own format, and unify columns (SKU/UPC, quantity, prices).
Reduced errors: Lutra automatically checks for mismatched fields and formats, ensuring consistency across your combined list.
Seamless updates: Easily refresh the master sheet whenever new price lists arrive, avoiding version conflicts.
Real-Time Inventory Dashboards
Daily or live sync: Lutra updates a central “stock on hand” dashboard, factoring in inbound shipments, purchase orders, and any backorders.
Visibility for all: Share the dashboard with key stakeholders so everyone sees the same, up-to-date numbers.
Automated alerts: Receive notifications when certain SKUs drop below thresholds or if shipments are delayed.
Implementation Best Practices
Design a Master Sheet Template
Essential columns: Include SKU, quantity, cost, arrival dates, supplier, and any other fields vital to your workflow.
Consistent formatting: Keep column headers uniform to ensure data flows seamlessly from multiple sources.
Handle Repeated or Updated Shipments
De-duplicate: When new shipments arrive, Lutra can check for existing entries and update them rather than duplicating.
Version control: Keep a separate “historical” or “archived” tab if you want to track changes over time (e.g., updated arrival dates).
Set Triggers for Regular Updates
Weekly or monthly: Schedule Lutra to pull new purchase orders or refreshed supplier price lists on a set cadence.
On-demand: If you prefer a manual approach, trigger the playbook anytime you receive new PDFs or spreadsheets from suppliers.
How to Use Lutra
Start a Chat
Begin a new Chat in Lutra and outline your goal. For instance:
“Extract line items from these PDF purchase orders and add them to my master ‘Orders & Inventory’ spreadsheet.”
Connect or Upload Data
Connect: Provide access to your email label where new order PDFs arrive, or link a shared folder for supplier price lists.
Lutra will ask for permission in the Chat when you ask it to access your email, you do not need to pre-connect it.
"Lutra, get the most recent 3 emails from [email protected]"
Upload: If you have local PDFs, upload them or point Lutra to a Google Drive folder. Lutra will parse and map each line item.
Refine & Verify
Line item parsing prompt example:
“Lutra, parse each PDF for line items, capturing ‘Item Name,’ ‘Quantity,’ ‘SKU,’ ‘Unit Cost,’ and ‘Total Cost.’ Then map them to my ‘Orders & Inventory’ sheet.”
Check mapped fields: If Lutra misses certain details (e.g., cost lines or supplier codes), let it know the exact columns and formats you need.
Correct duplicates or anomalies: If the same order appears multiple times or a price is off, instruct Lutra to update or remove the erroneous entries.
Export & Automate
Structured outputs: Ask Lutra to “save my consolidated inventory data in a new spreadsheet” or “update the existing master sheet.”
Create a Playbook: Once you’re satisfied with the process (e.g., PDF order parsing or supplier list import), convert it into a Playbook.
Scheduling: Set the Playbook to run weekly, monthly, or whenever new files arrive, saving you from repeated manual tasks.
Tips for Best Results
Be Specific
Clearly define the columns and data points you want from each PDF or spreadsheet—e.g., “Unit price,” “Total cost,” or “Incoming vs. on-hand quantity.”Start Small
Test on a few purchase orders or price lists. Validate the results and ensure the columns match your master sheet’s requirements.Iterate & Provide Feedback
Lutra learns from your instructions. If any field is missing or needs a special transformation (like currency conversion), just clarify.Automate & Scale
After verifying the workflow, schedule it to run automatically so you always have up-to-date order and inventory information at your fingertips.