Our work Case Study
A delivery-document workflow that makes invoice readiness visible
This case study examines how dispatch records, proof-of-delivery documents and staff review establish a traceable handoff to finance.
Context
logistics distribution organisation
Focus
Document intake, shipment-reference matching, evidence review and invoice-readiness coordination without automatic accounting authorisation.
Systems and roles
Dispatch, transport or warehouse records.
Document intake channels and restricted evidence storage.
Accounting application and invoice-readiness workbench.
The operating context
A distributor or logistics company whose finance team waits for delivery evidence before preparing customer invoices.
The challenge
Proof-of-delivery documents arrive through scans, email and carrier portals. A dispatch record alone does not show finance whether the necessary evidence is present, legible and associated with the correct delivery.
The process exposes missing evidence without treating a recognised signature or extracted document as proof that a disputed delivery is valid. Matching and completeness remain separate from acceptance of the delivery itself.
The approach
A delivery evidence record links shipment, order and customer references. Document processing suggests identifiers and page classifications. Validation compares those suggestions with dispatch information and routes uncertain matches to staff while retaining the original files.
The readiness workbench distinguishes deliveries with accepted evidence from those awaiting investigation. Eligible records prepare an accounting handoff with the relevant evidence attached. Finance retains control of invoicing rules, disputed items and any accounting entry.
How the workflow works
Dispatch record received
The approved shipment or order record establishes the expected evidence requirements.
Documents collected
The workflow captures files from supported channels and preserves the originals.
References checked
Extracted identifiers are compared with dispatch records, and ambiguous documents enter review.
Evidence accepted
Responsible staff confirm completeness and flag shortages, damage or customer disputes.
Finance handoff prepared
Eligible records prepare invoice data or a task with the accepted evidence references attached.
- 01
Dispatch record received
The approved shipment or order record establishes the expected evidence requirements.
- 02
Documents collected
The workflow captures files from supported channels and preserves the originals.
- 03
References checked
Extracted identifiers are compared with dispatch records, and ambiguous documents enter review.
- 04
Evidence accepted
Responsible staff confirm completeness and flag shortages, damage or customer disputes.
- 05
Finance handoff prepared
Eligible records prepare invoice data or a task with the accepted evidence references attached.
Process overview. Steps, permissions and review points describe the operating design explored in this case study.
Where people stay in control
Human decisions and approvals
Operations reviews disputed or incomplete evidence. Finance approves invoice eligibility and any accounting entry.
Operating controls
Original documents and matching history remain attached to the shipment. Shortages and disputes have explicit states. Extraction is separate from invoice authorisation, and repeat-safe handoffs reconcile to the source shipment record before completion is accepted.
Validation, rollout and ownership
Validation covers mixed-document scans, partial deliveries, missing pages and files associated with the wrong shipment. A bounded customer or route review compares the readiness queue with finance’s document checks.
Recovery testing follows reprocessed files through the same identifiers and checks that they do not create duplicate finance handoffs. Uncertain evidence stays in review rather than being silently accepted.
Measures and evaluation
The review examines time to accepted evidence, deliveries awaiting documents or manual matching, incorrect associations identified before finance handoff, and effort spent chasing invoice-readiness information. The case study describes these assessment criteria without reporting achieved results.
The details, answered
Questions worth asking
How does the workflow handle scanned delivery notes?
Extraction assists with readable scans. Uncertain fields and document associations enter the staff review queue, with the original scan retained.
Does complete evidence automatically create an invoice?
Evidence completeness does not authorise an invoice. Approved finance rules determine eligibility; this workflow prepares an invoice task or draft for the responsible team.
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