Overview
Running out of stock is lost revenue and disappointed customers. Square's inventory management combined with automated low-stock alerts ensures you're always restocking before you sell out — not after. This guide covers setting up Square's built-in alerts and layering on a Zapier workflow for more advanced reorder notifications.
Before you start
- Square account with Inventory Management enabled
- Stock counts entered for all tracked items
- Alert thresholds set per item (Square Dashboard)
- Zapier account for Slack/SMS alerts (optional)
Step-by-step guide (4 steps)
Set up inventory tracking in Square
In Square Dashboard, go to Items > Item Library. For each product, click on the item, go to 'Stock,' and enable inventory tracking. Enter your current stock count. Repeat for your top 20-30 highest-selling or most critical items.
Configure Square's built-in low stock alerts
In Square Dashboard, go to Settings > Alerts > Low Stock. Enable low stock alerts and set the threshold for each item category. Square will email your account email when any item drops to or below the threshold you set. Customize thresholds per item based on lead time from your supplier.
Set your alert threshold at 2x your typical weekly sales volume — not at zero. This gives you a week of buffer to reorder before you actually run out.
Add a Zapier webhook for Slack or SMS alerts
For real-time alerts: connect Square to Zapier via their integration. Trigger: 'Square: Low Stock.' Action: Send Slack message or Twilio SMS to the store manager. Include: item name, current quantity, alert threshold, and a link to the Square item to update stock after reorder arrives.
Build a reorder checklist from alerts
When a low stock alert fires, use Zapier to create an Asana task or Notion checklist: 'Reorder [Item Name] — Current stock: X, Reorder quantity: Y, Supplier contact: [email/phone].' Pre-populate supplier information so reordering is one call or email away.
What you'll get
Never sell out of your bestsellers unexpectedly
Reorder alerts fire with enough lead time to avoid stockouts
Any team member can handle reorders with supplier info in the alert
Stock data visible in real time through Square Dashboard
Common mistakes to avoid
Setting alert thresholds too low (you're already out by the time the alert fires)
Only tracking inventory for some items (gaps create blind spots)
Not updating stock counts when shipments arrive (alerts fire incorrectly)
Frequently asked questions
Do I need coding experience to set up this Square automation?
No coding is required. This guide walks you through everything using Square's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.