The most critical document, and the least controlled
The delivery note is the first billing point: it sets what was received and at what price. And it's also the most neglected. If it comes in wrong —a price above the rate, a quantity that never arrives, a substituted brand, a product nobody ordered— the error travels all the way to the invoice, and Finance can only correct it late, when no decision is possible anymore. Validation has to happen at reception, not when the invoice arrives.
The error surfaces too late
Without validation at reception, the deviation shows up at the close or on the invoice, once it's already been paid and can no longer be claimed.
Manual workload
Entering, reviewing and reconciling delivery notes by hand eats up administrative hours and still lets discrepancies slip through.
Traceability breaks
If what's received isn't connected to order, stock and invoice, the document chain breaks and the data stops being reliable.
Validate at reception, not on the invoice
The delivery note is digitized and matched against the order and the contract at the moment of reception. What matches moves forward; what doesn't is flagged with zero received and never reaches the invoice.
OCR and automatic matching against the order
The delivery note is read and matched against the order and the current contract without keying it in by hand. The system compares price, quantity and product line by line and flags any deviation instantly, right at reception.
- Price above the rate — if the supplier raises the price without warning, it's caught today, not at the close
- Quantity and product — what arrives is compared with what was ordered; brand or format substitutions don't slip by unnoticed
- Unordered product — anything that wasn't in the order is flagged and not accepted without validation
From the validated delivery note to accruals and reconciliation
Once validated, the delivery note is the basis for everything financial: it feeds the accrual for goods received not invoiced at the close, and it's reconciled against the invoice before payment. It's the piece on which financial control of purchasing from order to payment and intelligent delivery note reconciliation are built.
- Clean accrual — goods received but not invoiced are accrued automatically, aggregated by account, category, hotel and dimension
- Invoice-to-delivery-note reconciliation — only what's validated proceeds to payment; whatever wasn't accepted never reaches the invoice
- Complete document chain — order, validated delivery note and invoice stay linked and traceable
Turn the delivery note into your financial source of truth
Request a Free DemoFrequently asked questions about delivery notes
Why is the delivery note the first billing point?
Because it's the first document that sets what was received and at what price. If it comes in wrong, the error travels all the way to the invoice and Finance can only correct it late. Validating it at reception turns it into the financial source of truth on which accruals, reconciliation and spend are built.
What is validated when the delivery note is received?
That the price matches the contract, that the quantity matches the order and that the product is the approved one. Anything that doesn't match —a price above the rate, an incorrect quantity, a substituted brand or an unordered product— is flagged and never contaminates the invoice or the payment.
How does delivery note control keep you from paying for errors?
Only what's validated proceeds to payment. The invoice is reconciled against the already-approved delivery notes; whatever was read but not accepted was left with zero received and never reaches the invoice. That way you don't pay for a product you didn't receive or a discrepancy nobody validated.
Does it work for a group with several hotels and points of consumption?
Yes. Validation is the same in the bar, buffet, restaurant, room service or storeroom, and the data is consolidated by hotel, cost center and category for Finance and Operations, without rebuilding it entity by entity.
