AI Inventory Assistant — Voice-First Counts for Veterinary Clinics

After a busy day, nobody wants to stare at spreadsheets or click through dozens of products just to reconcile what was used.
Übik’s new AI Inventory Assistant lets you do it by talking: say the item name and quantity, and it matches to your actual inventory, suggests the right unit, and updates counts in one flow.

This isn’t a chatbot. It’s a focused helper designed to shrink inventory audits from hours to minutes.

What the AI Inventory Assistant Is

  • A push-to-talk voice panel inside Inventory Search
  • Speech-to-structured lines (item + quantity + unit)
  • Vector-powered matching to your exact SKUs
  • One-click save for single lines or the whole batch
  • Works in English or Spanish automatically

Who It Helps

  • Practice managers closing the day or week who want a clean count without manual data entry.
  • Technicians logging usage right after a procedure while hands are still gloved.
  • Owners who want fewer stock surprises and cleaner audit trails.
  • Teams with high turnover that need a forgiving, guided way to record inventory accurately.

Why It’s Different (and Faster)

  • Voice, not typing: speak “Meloxicam 15 tablets” and it captures quantity + unit.
  • Real inventory matching: it checks your catalog via vector search, proposes candidates, and auto-selects when confidence is high.
  • Bulk save: collect multiple lines, then save them all or line-by-line without retyping.
  • Built for clinics: understands packages, doses, bottles, and lot-tracked items (it hands off to your existing lot/expense flows).

Clinics using the assistant report at least an hour saved per audit, especially on high-volume days.

How It Works (Step by Step)

  1. Open Inventory Search and click AI inventory helper.
  2. Press to talk and say the item plus quantity (e.g., “Distemper vaccine, 6 doses,” or “Metacam, 30 mL”).
  3. The assistant parses and normalizes units (tablets → count, boxes → package, mL → ml).
  4. It fetches candidates from your inventory and auto-selects if confidence is high; otherwise you pick from the dropdown.
  5. Repeat for all items; you’ll see a tidy table of lines with current counts.
  6. Click Save all (or save a single line). Lot-tracked items trigger the usual capture modal; expenses follow the normal prompt.

Detailed Example: A 20-Minute Saturday Audit

Scenario: A 3-doctor clinic just finished a vaccine campaign and wants a quick reconciliation before Monday.

  1. The manager opens the helper and says: “Rabies vaccine, 24 doses; DAPP, 12 doses; Tramadol 50mg, 18 tablets; Metronidazole 250, 40 tablets.”
  2. For each utterance, the assistant emits tool calls with structured JSON (name, numeric quantity, normalized unit).
  3. Vector search proposes matches: “Rabies vaccine 10 mL multi-dose,” “DAPP 10-dose box,” “Tramadol 50mg tablets,” “Metronidazole 250mg tablets.”
  4. Confidence is high for three of the four, so they auto-select. The manager manually picks the exact DAPP SKU from the dropdown.
  5. The table shows current counts (e.g., 48 → proposed 24 remaining) so she can sanity-check before saving.
  6. She hits Save all. Lot tracking prompts for the two vaccines; she records the lot and expiry in the existing modal.
  7. Expense prompts appear as usual; she chooses to skip for dispenses and log one incoming purchase she just received.
  8. Total time: about 20 minutes instead of the usual 80–90 minute Saturday recount. That’s a 1+ hour savings with cleaner records and no manual typing.

How Much Time It Saves

  • End-of-day cleanups: ~10–15 minutes instead of 40+ when multiple bottles were used.
  • Weekly audits: ~20 minutes instead of an hour when reconciling high-use meds.
  • Vaccine campaigns or pop-up clinics: typically an hour saved versus paper logs and double entry.
  • Onboarding new staff: fewer mistakes, less rework, faster training.

Even conservative teams report 60+ minutes back on heavy audit days, plus fewer corrections later.

Tips for Best Results

  • Speak the name + quantity + unit together (“Gabapentin 100mg, 30 capsules”).
  • If you forget the unit, it defaults to count — you can adjust in the table.
  • Keep auto-match on; it speeds selection but you can override any line.
  • Save in batches after a room or time block; it keeps context fresh for staff.
  • For lot-tracked items, save lines in one batch, then complete the lot prompts right after.

Ready to Try the AI Inventory Assistant?

Add it to your next close-out. You’ll talk through what was used, click once, and end with a clean, auditable log — without staring at a spreadsheet.

Schedule a free demo or send us a message — we’d love to show you how it works.

📞 WhatsApp: 1-612-383-6374
🌐 Website: goubik.com
📧 Email: [email protected]
👉 Or message us on Facebook