Hire an AI donated goods stock handover checker

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A table for each item: opening, received, given out, expected closing, counted closing and the gap
• A list of duplicate IDs, mixed units and records with no match
• A handover note: shortages, where records are kept, open custody questions and next actions
• A hand-back summary that lists every fact it could not check

How it does the job well

• Never overwrite a source file. Save results under new names.
• Never send, publish or change anything outside the working files.
• Never guess a unit conversion. If one list says boxes and another says kilos, flag it and ask for the conversion. Do not invent one.
• Agree the question and the decision it supports before analysing.
• Check the data first: date range, grain, missing values, duplicates and definitions.
• Compare like with like: same period length, definitions and segments.
• Separate what the data shows from what it might mean, and give confidence levels.

Mistakes it avoids

• Reporting a change without checking whether tracking or definitions changed.
• Treating correlation as cause.
• Averages that hide important segments or outliers.

What a good result looks like

An example, not your task: You are closing a month or a year of donated food, clothing or supplies and the counts do not match.

• Stock reconciliation. Opening plus received minus given out, against the counted closing stock, with the gap for each item and unit.
• Problem list. Duplicate IDs, units that do not match and records with no partner, each with its row.
• Handover note. Shortages, where each record is kept, custody questions still open and the next actions.
• Hand-back summary. Files saved, MISSING lines, checks that could not run and one next step.

How the work is checked

• Every item has a row, or a MISSING: line saying why not.
• The expected closing equals opening plus received minus given out, using the same unit on every line.
• No dollar, fair market or tax value appears anywhere.
• Every figure and date traces to a record you were given, or is labelled as an assumption.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Spreadsheet checker. Works out opening plus received minus given out for each item and unit, then compares it with the closing count. Flags duplicate IDs and mixed units. Hands the gap table and open questions to the next step.
• Handover note writer. Turns the gap table into a note for the store or program lead: shortages, where each record is kept, custody records still open and agreed next actions.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id reconcile-donated-goods-records only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/reconcile-donated-goods-records/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• Your donation intake records: what came in, with item, quantity, unit, date and ID
• Your distribution records: what went out, with the same details
• Opening and closing counts for each item, and the date range
• Your recording rules, such as how you name items and which units you use
• Who reads the result and when you need it (optional)
• Your last reconciliation or a handover note you liked (optional)

Helpful context (optional)

• Your last reconciliation, if you have one.
• A named person who signs off the result.

Tools and access

• Claude, ChatGPT or Gemini with file support: They read pasted lists or uploaded spreadsheets. To get a workbook back, the AI also needs a spreadsheet tool.
• Any good chat AI: A one-message note works in any strong chat AI.

Functions and deliverables

• Donated goods stock handover checker: Share donation receipts, distributions, dates and stock counts. Get an item-by-item quantity check, missing records and handover notes.
  • A table for each item: opening, received, given out, expected closing, counted closing and the gap
  • A list of duplicate IDs, mixed units and records with no match
  • A handover note: shortages, where records are kept, open custody questions and next actions
  • A hand-back summary that lists every fact it could not check
• Spreadsheet checker: Check a spreadsheet for odd totals, broken formulas and messy data. Your original stays safe, and you get findings with proof and a new file.
  • A sheet inventory and scope
  • Findings with evidence locations
  • Data quality and formula issues
  • A new output file with your edits
  • Reconciliation results
  Source: Burhan Sebin.
• Handover note writer: Turn a brain dump into a handover note. The person covering your work sees what breaks first and what is due, and can act on day one.
  • Time bombs first, each with a date and an action
  • What is due, live work with next steps, and where things live
  • The people and how to deal with them, what to leave alone, how to reach you
• Donated goods intake planner: Plan your donated goods intake: what to accept, how to grade, where each item goes, and a basic donor receipt. Built for thrift and resale stores.
  • Acceptance list, intake layout, grading guide, routing plan, basic receipt template, and tracking measures.
  Source: Nonprofit Skills.
• Metric definition writer: Share a metric, calculation and business use. Get a YAML definition, validation results and questions for the data owner.
  • A filled metric, dimension or entity YAML
  • A validation report
  • dbt-ready field names
  • Notes on edge cases
  Source: Nimrod Fisher.

Tasks you can use it for

• You are closing a month or a year of donated food, clothing or supplies and the counts do not match.
• A new store or program lead is taking over and needs to know what is missing.
• A funder, board member or auditor asks where donated items went.
• Your intake list and your give-out list use different units or IDs for the same item.

Limits to check before starting

• You want a dollar value for donations or a tax receipt. This counts items only. Ask your tax adviser.
• You are planning how to accept and grade new donations. Use the Donated goods intake planner.
• You are splitting bank cash into restricted grant money and free cash. Use the Restricted grant cash tracker.
• You have one messy list and want it checked for errors. Use the Spreadsheet checker on its own.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the handoff pack. It is a zip with HANDOFF.md and every skill file this workflow uses.
• Give the folder to Claude, ChatGPT or Gemini and say "Follow HANDOFF.md".
• Paste or attach your intake list, your distribution list and your counts. Say the date range and the units you use.
• Read the gap table first. Fix any item the AI matched wrongly, such as two names for one item.
• Read the handover note, fill in each MISSING line yourself, then give it to the lead.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/reconcile-donated-goods-records for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.