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For salon owners · Back office

Build a retail reorder list from what sold

A reorder list for retail and back bar product, worked out from what sold and what is on the shelf, with slow sellers flagged for you.

By Aaron Byrne, KeenHand

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Salon owners and whoever places the product order.

I run a salon. Before each product order I work out what to reorder from what sold and what is left on the shelf. I want a list I can check in a few minutes instead of working it out by hand.

What I have:
- What sold since the last order, product by product, from the sales report: [WHAT SOLD]
- What is on the shelf and in the back right now, retail and back bar: [SHELF COUNT]
- How I like to order: how long the stock should last, how each product comes packed, and any order minimum: [HOW I ORDER]

What I want:
1. For each product, work out how many to order so the stock lasts as long as I said, rounded up to how it comes packed. Show the math in one short line.
2. Keep retail and back bar, the product stylists use in services, in separate lists.
3. Flag products that did not sell at all and products that ran out, in a short list for me to look at.
4. Check the order against the minimum, if I gave one, and tell me if I am under it.

Rules:
- Write a draft for me to check. Do not send anything or place any order.
- Use only what I gave you. If something is missing, ask me instead of guessing.
- Never add a product, guess a pack size or claim anything I did not give you.
- Do not decide to drop a product. Flag it and leave the call to me.
- If the report shows clients' full names or card details, leave them out of everything you write, along with anything about a client's health.

Give me back:
- The reorder list, retail and back bar apart
- The flagged products, with one line on why each one is flagged

When to use it

It is order day with your distributor, and you have the retail sales report and a shelf count but no time to work out the order.

When not to

Do not use it to place the order or to decide whether to drop a product line. Those stay with you.

What to paste in

  • [WHAT SOLD]: Units sold per product since the last order, and how many weeks that covers.
  • [SHELF COUNT]: What you counted on the shelf and in the back, product by product.
  • [HOW I ORDER]: How often you order, how many weeks of stock you like on hand, pack sizes and any order minimum.

Never paste

  • Sales reports that show client names or card details
  • Your distributor login

A filled-in example

Sample. Fictional business, fictional client.

WHAT SOLD: Last 4 weeks. Hydrating shampoo 9. Hydrating conditioner 7. Curl cream 5. Dry shampoo 11. Heat protect spray 0. Back bar: lightener 6 tubs, 20 vol developer 4 liters.
SHELF COUNT: Hydrating shampoo 3. Hydrating conditioner 4. Curl cream 0. Dry shampoo 2. Heat protect spray 6. Back bar: lightener 2 tubs, 20 vol developer 1 liter.
HOW I ORDER: Every 4 weeks, keep 4 weeks of stock on hand. Retail comes in packs of 6. Back bar by the unit. Minimum order is 24 retail units.

What you should get back

  • A reorder list with the math shown, rounded to how products come packed
  • Retail and back bar kept apart
  • A short list of products that did not sell or ran out, for you to decide
  • A note if the order is under the minimum

What stays with you

The prompt writes a draft. You decide what happens to it, and nothing should reach a client until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.

More: every prompt for salons, back office, and AI for salons.

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