Connect Fishbowl Advanced to ChatGPT: Manage Orders & Inventory

If you need to connect Fishbowl Advanced to ChatGPT to automate inventory tracking, manage purchase orders, or orchestrate complex manufacturing workflows, you need a Model Context Protocol (MCP) server. This server acts as the translation layer between ChatGPT's tool calls and Fishbowl's specific API architecture. You can either build and maintain this infrastructure yourself, or use a managed integration platform like Truto to dynamically generate a secure, authenticated MCP server URL.

If your team uses Claude, check out our guide on connecting Fishbowl Advanced to Claude or explore our broader architectural overview on connecting Fishbowl Advanced to AI Agents.

Giving a Large Language Model (LLM) read and write access to a heavy-duty ERP and inventory management system like Fishbowl Advanced is a serious engineering challenge. You have to handle unique data import payloads, navigate complex state machines for orders, and execute raw SQL queries through API endpoints. Every time Fishbowl updates its schema or you add a custom field, your custom server code must be updated, redeployed, and tested.

This guide breaks down exactly how to use Truto to generate a secure, managed MCP server for Fishbowl Advanced, connect it natively to ChatGPT, and execute complex inventory workflows using natural language.

The Engineering Reality of the Fishbowl Advanced API

A custom MCP server is a self-hosted integration layer. While the open MCP standard provides a predictable way for models to discover tools, implementing it against Fishbowl Advanced's highly specific API is exceptionally painful.

If you decide to build a custom MCP server for Fishbowl, you own the entire API lifecycle. Here are the specific integration challenges that break standard CRUD assumptions when working with Fishbowl Advanced:

The "SQL over REST" Query Pattern

Unlike modern SaaS platforms that provide dedicated GET endpoints with clean query parameters for every entity, Fishbowl often requires clients to execute raw SQL queries to read specific data. To read sales orders or custom configurations that lack a standard REST read endpoint, you must pass a literal SELECT statement (e.g., SELECT id, num FROM so WHERE statusId = 20) to their data query endpoint. Your MCP server must somehow teach the LLM the exact database schema and SQL syntax Fishbowl expects, while strictly blocking unauthorized writes, as Truto automatically rejects anything other than SELECT queries.

JSON-Wrapped CSV Imports

Fishbowl Advanced handles many create and update operations (like generating complex sales order details) through a legacy-inspired import mechanism. You do not send a standard nested JSON object. Instead, you send a CSV-style payload wrapped inside a JSON array, where the first row contains the case-sensitive default headers (with hyphens replacing spaces, like Sales-Order-Details), and subsequent rows contain the data. Building an MCP tool for this means writing a schema parser that can trick the LLM into generating tabular data packaged inside a JSON array.

Complex State Machines and Tracking

Inventory in Fishbowl is not just a quantity integer. Moving, scrapping, or adding inventory requires specific part tracking values, location group IDs, and strict state transitions. A manufacture order cannot have its configuration updated unless its status is explicitly Entered. Furthermore, operations like issuing, unissuing, and closing short require distinct API calls, rather than simple PATCH updates to a status field.

How to Generate a Fishbowl Advanced MCP Server

Truto dynamically generates MCP tools from the Fishbowl Advanced API documentation and schemas. You can generate an MCP server scoped to a specific Fishbowl account using either the Truto UI or the API.

Method 1: Via the Truto UI

For quick prototyping or manual administration, you can generate a server directly from the dashboard.

1. Navigate to the Integrated Accounts page in your Truto dashboard.
2. Select your connected Fishbowl Advanced account.
3. Click the MCP Servers tab.
4. Click Create MCP Server.
5. Select your desired configuration (e.g., restrict to read methods, or filter by specific tags like inventory or orders).
6. Click Generate and copy the resulting MCP server URL.

Method 2: Via the Truto API

For production use cases where you need to programmatically provision MCP servers for your users, you can use the Truto API. This creates a secure, hashed token stored at the edge, returning a ready-to-use URL.

Make a POST request to /integrated-account/:id/mcp:

curl -X POST https://api.truto.one/integrated-account/<INTEGRATED_ACCOUNT_ID>/mcp \
  -H "Authorization: Bearer <TRUTO_API_TOKEN>" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "ChatGPT Inventory Assistant",
    "config": {
      "methods": ["read", "write"],
      "tags": ["inventory", "purchase_orders", "manufacture_orders"]
    }
  }'

The API returns a JSON object containing the secure URL. This URL is self-contained and handles all underlying authentication and routing to the Fishbowl Advanced instance.

{
  "id": "abc-123",
  "name": "ChatGPT Inventory Assistant",
  "url": "https://api.truto.one/mcp/a1b2c3d4e5f6..."
}

Connecting the MCP Server to ChatGPT

Once you have your Truto MCP server URL, you need to register it with ChatGPT. There are two primary ways to do this, depending on your environment and access level.

Method A: Via the ChatGPT UI (Custom Connectors)

If you have a ChatGPT Pro, Plus, Business, Enterprise, or Education account with Developer mode enabled, you can add the connector directly through the web interface.

1. Open ChatGPT and navigate to Settings -> Apps -> Advanced settings.
2. Ensure Developer mode is toggled on.
3. Under MCP servers / Custom connectors, click Add new server.
4. Provide a recognizable name (e.g., "Fishbowl ERP").
5. Paste the Truto MCP URL into the Server URL field.
6. Click Add and save your settings.

ChatGPT will immediately ping the endpoint, execute the JSON-RPC initialization handshake, and list the available Fishbowl Advanced tools.

Method B: Via Manual Config File (SSE Transport)

If you are running a local instance of an MCP-compatible agent or prefer configuration-as-code, you can define the server using the standard MCP Server-Sent Events (SSE) transport wrapper.

Add the following to your MCP client configuration file:

{
  "mcpServers": {
    "fishbowl-advanced": {
      "command": "npx",
      "args": [
        "-y",
        "@modelcontextprotocol/server-sse",
        "--url",
        "https://api.truto.one/mcp/<YOUR_TRUTO_TOKEN>"
      ]
    }
  }
}

This instructs the MCP client to route JSON-RPC traffic over HTTP POST to the Truto edge router, seamlessly translating LLM function calls into Fishbowl Advanced REST executions.

Hero Tools for Fishbowl Advanced

Truto automatically generates dozens of tools for Fishbowl Advanced, covering everything from location groups to vendor best costs. Here are the highest-leverage operations for AI agents handling ERP workflows.

Query Fishbowl Data via SQL

Because Fishbowl lacks standard read endpoints for many entities, this tool is the ultimate escape hatch. It allows the agent to execute raw SELECT queries against the database. Truto strictly enforces that only SELECT statements pass through.

"Write a SQL query to fetch the id and num from the 'so' (sales order) table where the statusId is 20, and execute it using the data queries tool."

Import Data via JSON-Wrapped CSV

For creating or updating complex nested records (like Sales Orders with multiple line items), Fishbowl uses a specific import format. This tool allows the LLM to pass a JSON array where the first item is a hyphenated CSV header row, bypassing the need for tedious manual data entry.

"I have a list of five new parts. Format them as a JSON array with the header 'Part-Details' and use the import tool to create them in Fishbowl."

List All Inventory

This tool pages through the inventory database, returning exact stock levels across all location groups. It automatically handles Fishbowl's pageNumber and pageSize pagination logic.

"Check our current inventory for part ID 9482. Are we running low in the main warehouse?"

Move Inventory

Allows the agent to execute a physical inventory move from one location to another. Requires the specific part_id and tracking values if the part has serialization or lot tracking enabled.

"Move 50 units of part ID 9482 from the Receiving dock to Staging location B."

Create a Manufacture Order

Initiates a new production run by creating a manufacture order. The agent must provide the required configurations payload detailing the BOM (Bill of Materials) and expected output.

"Create a new manufacture order for 100 units of the standard desk assembly. Use the default configurations."

Issue a Purchase Order

Changes the state of an existing purchase order from 'Entered' to 'Issued', officially sending it to the vendor and locking down the initial line items.

"Find purchase order PO-4921 and execute the issue command to finalize it."

To view the exact JSON Schema definitions, required fields, and the complete inventory of available operations, visit the Fishbowl Advanced integration page.

Workflows in Action

Providing an AI agent with isolated API tools is useful, but the real power of MCP comes from chaining these tools together to resolve complex ERP scenarios.

Scenario 1: Inventory Discrepancy & Cycle Count

Persona: Warehouse Manager

"A warehouse worker reported that we only have 45 units of part 'WIDGET-X' in Bin 3, but the system says we should have 50. Check the current inventory, execute a cycle count to correct the discrepancy, and scrap the missing 5 units."

1. list_all_fishbowl_advanced_data_queries: The agent executes a SQL SELECT to find the internal part_id for 'WIDGET-X'.
2. list_all_fishbowl_advanced_inventory: The agent checks the current system quantity for that part in Bin 3.
3. create_a_fishbowl_advanced_inventory_cycle_count: The agent adjusts the inventory down to 45 units to reflect reality.
4. create_a_fishbowl_advanced_inventory_scrap: The agent logs the 5 missing units as scrapped, maintaining an accurate audit trail for accounting.

The manager receives a simple text confirmation that the database has been reconciled and the scrap ledger updated.

sequenceDiagram
    participant User as User
    participant GPT as ChatGPT
    participant Truto as Truto MCP
    participant FB as Fishbowl Advanced
    User->>GPT: Correct WIDGET-X stock to 45 and scrap 5.
    GPT->>Truto: call_tool("list_all_fishbowl_advanced_data_queries")
    Truto->>FB: POST /data-queries (SELECT id)
    FB-->>Truto: Return part_id: 882
    Truto-->>GPT: part_id: 882
    GPT->>Truto: call_tool("create_a_fishbowl_advanced_inventory_cycle_count")
    Truto->>FB: POST /inventory/cycle-count
    FB-->>Truto: Count accepted
    Truto-->>GPT: Success
    GPT->>Truto: call_tool("create_a_fishbowl_advanced_inventory_scrap")
    Truto->>FB: POST /inventory/scrap
    FB-->>Truto: Scrap accepted
    Truto-->>GPT: Success
    GPT-->>User: Inventory updated and 5 units scrapped.

Scenario 2: Production Planning & Material Requisition

Persona: Production Planner

"We just received an emergency order for 20 custom mountain bikes. Create a manufacture order for this, check if we have enough frames in stock, and if not, draft a purchase order for the missing frames."

1. create_a_fishbowl_advanced_manufacture_order: The agent drafts the MO in 'Entered' status with the configurations for 20 bikes.
2. list_all_fishbowl_advanced_inventory: The agent queries the inventory for the required bike frames.
3. create_a_fishbowl_advanced_purchase_order: Discovering a shortage, the agent creates a PO for the missing frames, assigning it to the default vendor.
4. create_a_fishbowl_advanced_purchase_order_memo: The agent attaches a memo to the PO noting that it is expedited for an emergency MO.

The planner gets a fully staged production run and a ready-to-issue PO without having to click through five different screens in the Fishbowl UI.

Security and Access Control

Exposing an ERP database to an AI agent requires strict guardrails. Truto provides several mechanisms built directly into the MCP token configuration to limit the blast radius of LLM hallucinations:

• Method Filtering: By setting config.methods: ["read"] during server creation, you completely remove all create, update, and delete tools from the MCP schema. The LLM simply cannot issue a purchase order or delete a part, because it doesn't know those endpoints exist.
• Tag Filtering: You can restrict the server to specific operational domains. Setting config.tags: ["inventory", "parts"] hides all HR, payroll, or vendor financial tools from the model.
• API Token Authentication: For internal enterprise deployments, passing require_api_token_auth: true forces the MCP client to provide a valid Truto API token in the headers. This ensures that a leaked MCP URL cannot be exploited by an unauthorized external party.
• Ephemeral Servers: By setting an expires_at timestamp, you can grant temporary access. Cloudflare KV edge storage and cleanup alarms automatically tear down the server at the exact expiration second, leaving no stale credentials behind.

Handling Rate Limits and API Errors

Fishbowl Advanced, depending on whether it is hosted on-premise or in the cloud, can have strict resource constraints.

It is critical to understand that Truto does not automatically retry, throttle, or absorb rate limit errors via exponential backoff. When the Fishbowl API chokes and returns an HTTP 429 Too Many Requests, Truto passes that 429 error directly back to the calling MCP client.

Truto normalizes the upstream rate limit data into standardized headers (ratelimit-limit, ratelimit-remaining, ratelimit-reset) per the IETF specification. The caller (your agent framework or ChatGPT) is entirely responsible for reading these headers and implementing its own retry and backoff logic.

Wrap-Up

Integrating Fishbowl Advanced with AI frameworks manually requires navigating a maze of raw SQL endpoints, custom JSON-wrapped CSVs, and strict state machines. Maintaining that integration as schemas drift is a full-time job.

By leveraging Truto's auto-generated MCP servers, you abstract away the API idiosyncrasies. You can provision secure, strictly scoped LLM access to your inventory and manufacturing data in seconds, allowing you to focus on building agentic workflows rather than wrestling with legacy ERP plumbing.