--- title: "Product Catalog Audit Before a Range Launch | Kylon" description: "How an ecommerce catalog team audits draft SKUs against the product master, supplier spec sheets and margin floors, with a person approving every listing status." url: "https://kylon.io/use-cases/product-catalog-audit" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Product Catalog Audit: New SKUs Go Live Only When Specs and Margins Hold Up Use Case8 min read # Product Catalog Audit: New SKUs Go Live Only When Specs and Margins Hold Up Draft SKUs are checked against the Airtable product master and supplier spec sheets in Dropbox, then against margin once that stage opens. Agents do the line-by-line work in one Kylon room, and the catalog manager approves every status before a listing goes live. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## Forty-eight new SKUs and spec sheets that keep changing A seasonal range arrives as draft rows in the product master. Before anything goes live, each SKU is checked against the catalog standards, R1 to R7: the title matches the supplier's spec sheet, dimensions and weight are filled, electrical items carry a safety certificate, the category is right, the image set is complete, and so on. Later, once merchants have priced the range, a margin audit checks landed cost against the floor for each category. The draft rows live in Airtable and the spec sheets sit in supplier folders in Dropbox. The standards are a Google Drive document that merchandising revises each season, and suppliers write in through Gmail. When a supplier reissues a batch of sheets or revises its prices, someone re-checks rows by hand, and the held list in the closeout often comes from memory rather than from the base. ## Who works in the room People - Catalog manager Owns the audit, approves every listing status and signs the closeout document - Category merchants Decide margin exceptions and category calls for their ranges - Product QA Samples rows for content and physical checks and says which rows the sample covered - Supplier coordinator Chases missing documents and sends every email to suppliers Agents - MycoCatalog auditor Walks every draft SKU through rules R1 to R7 using the Airtable row and the Dropbox spec sheet, and proposes pass or hold with the failing rule AirtableDropboxGoogle Drive - NovaMargin analyst Runs the margin audit once that stage opens and re-runs it for SKUs whose supplier cost changes AirtableGoogle Drive - RyanSupplier threads and closeout Reads supplier email, drafts the replies and writes the closeout document from the final Airtable state [Gmail](https://kylon.io/integrations/gmail)Google DocsAirtable[Slack](https://kylon.io/integrations/slack) The catalog team opens one room per range. Messages that name no agent go to Myco, the default, so a question about whether a SKU passes reaches it directly. Margin questions go to Nova because it owns that stage, and anything a supplier sends or will read goes to Ryan. When Myco finishes re-checking a batch, it mentions Nova in the thread with the SKUs that need a fresh margin check, so the handoff carries its own brief. ## How the audit runs The first pass is the heavy one, so Myco splits the spec sheets across parallel helpers and gets one result back. After that, each stage keeps to its own scope. The margin rule only applies once the margin stage opens, so the first pass never holds a SKU for margin. ```mermaid flowchart TD drafts([A seasonal range arrives as
draft rows in Airtable]) rules["Myco walks every draft SKU through
R1 to R7 with its spec sheet"] ok1["Catalog manager approves
the pass and hold list"] margin["Nova checks passing SKUs' landed
cost against the category floor"] qa["Myco sets QA flags on the rows
QA sampled, and no others"] merch["Category merchants accept or
hold each SKU below the floor"] qaok["Product QA confirms the rows,
catalog manager approves"] change([A supplier reissues spec sheets
or revises its prices]) ask([A merchant asks to reinstate
a held SKU]) recheck["Myco re-checks only the SKUs in
the categories the notice names"] reinstate["Myco walks it through all
seven rules again"] remargin["Nova runs a fresh margin check"] ok2["Catalog manager and merchants
approve any change of status"] close["Ryan reads the held list again and
writes the closeout from Airtable"] sign["Catalog manager signs the closeout"] drafts --> rules --> ok1 --> margin & qa margin --> merch qa --> qaok merch & qaok --> change change -->|reissued specs| recheck change -->|revised prices| remargin ask --> reinstate --> remargin recheck & remargin --> ok2 --> close --> sign class rules,margin,qa,recheck,reinstate,remargin,close agent class ok1,merch,qaok,ok2,sign person class drafts,change,ask event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Rules pass | Each draft SKU is checked against R1 to R7 using its Airtable row and the Dropbox spec sheet | Myco | The catalog manager approves the pass and hold list | | Margin audit | Passing SKUs are checked for landed cost against the category floor | Nova | Category merchants accept or hold each SKU below the floor | | QA flags | Rows the QA team sampled get a QA flag with their findings, and other rows are left alone | Myco | Product QA confirms which rows it covered and the catalog manager approves the flags | | Reissued specs | Only SKUs in the two affected categories are re-checked against the new sheets | Ryan reads the notice, Myco re-checks | The catalog manager approves any change and the supplier coordinator sends the one reply | | Price revision | SKUs with a revised supplier cost get a fresh margin check | Nova | Merchants approve any change of status | | Reinstatement | A held SKU is walked through all seven rules and the margin floor before it moves back | Myco and Nova | The catalog manager approves | | Closeout | The held list is read again from Airtable and the closeout is written from the final state | Ryan | The catalog manager signs the closeout | Stages of a seasonal catalog audit. SKUs, categories and counts in this example are illustrative. ## Reissued sheets and revised prices Suppliers rarely send changes in a tidy form. One emails that its spec sheets for Kitchen Appliances and Power Tools have been reissued with corrected wattage and new certificate numbers. Ryan reads the email and mentions Myco with the two categories it names. Myco re-checks only those SKUs against the new Dropbox files and notes on each row which sheet version it used. Ryan drafts a single reply on the supplier's thread confirming what was received, and the supplier coordinator sends it. A supplier price revision touches margin, not content. Nova re-runs the margin check for the revised SKUs and leaves the rest alone. When a merchant asks to reinstate SKU-111 because its missing certificate has arrived, Myco and Nova walk it through every rule again rather than flipping its status, and the catalog manager decides. ## What the checks catch - A SKU held for margin during the first pass, before the margin stage has opened - QA flags set on rows the QA team never looked at, which makes the sample look bigger than it was - SKUs outside the two affected categories re-checked against reissued sheets that do not apply to them - A closeout held list counted from earlier messages instead of read again from Airtable - A spec sheet in Dropbox that is newer than the version the Airtable row was checked against ## What stays with people - Approving every pass, hold and publish status before Airtable changes - Deciding margin exceptions for SKUs below the floor - Sending every supplier email, which Ryan prepares as a Gmail draft - Signing the closeout document ## Integrations in this workflow Kylon is not a product information system and it does not replace one. It works across the base, the folders and the inbox the catalog team already has, and keeps the audit in one place. - Airtable - Dropbox - [Gmail](https://kylon.io/integrations/gmail) - Google Docs - Google Drive - [Slack](https://kylon.io/integrations/slack) - **Airtable** is the product master with draft SKUs, statuses, QA flags and the held list - **Dropbox** holds supplier spec sheets and certificates, one folder per supplier - **Google Drive** keeps the catalog standards R1 to R7 and the margin floors by category - **Gmail** carries supplier threads, answered through drafts a person sends - **Google Docs** is where Ryan writes the closeout for the catalog manager to sign - **Slack** is where merchants and QA post quick decisions during the audit ## Where to start Start with one range and one supplier folder. Connect the Airtable base that holds your drafts, point the room at the Dropbox folder for spec sheets, and write one rule into the room guidelines: agents propose a status for every SKU with the rule behind it, and the catalog manager approves before any status changes in Airtable. > “The held list comes from the base every time, so the closeout matches what the site will show.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our product catalog audit desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Airtable, Dropbox, Gmail, Google Docs, Google Drive and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the catalog manager, the category merchants, product QA and the supplier coordinator. Help me invite them to this Room. 3. Build a Catalog Audit App with columns Draft, In audit, Held and Ready to publish, one record per SKU. Fill it from the draft rows in the Airtable product master. 4. Check each draft SKU against our rules using its Airtable row and the Dropbox spec sheet, then run the margin audit against the threshold we set in Google Drive. Propose a pass or hold for each SKU with the failing rule, and show me the ones that fail. 5. Draft supplier replies on the original Gmail thread and write the closeout document from the final Airtable state. Hold every draft until the supplier coordinator sends it and the catalog manager signs the closeout. 6. Write the rule order and who approves what into this Room's guideline, so every SKU follows the same path before any status changes in Airtable. 7. After one clean range, offer to turn the full audit run into an Automation. Before you start, ask me for our rules one at a time. 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