Dozens of notes a day. Shortages that slip through. Money that quietly disappears.
Retailers, kitchens and chains receive dozens of delivery notes every day, and the manual process leaks money at every step.
Manual data entry
Slow, expensive and error-prone. A single wrong line item can cost real money.
Shortages checked "by eye"
Missing items slip through, and credit requests are forgotten or poorly worded.
No central record
Hard to find an old note, reconcile against a supplier, or get a monthly picture.
4 steps, and the rest runs itself
From the photo at the branch to the credit at the supplier, without leaving your phone.
Photograph
A branch employee photographs the note and sends it on WhatsApp, Telegram or the web app.
The AI reads
The system extracts supplier, note number, date and every line item, including handwriting and densely printed notes.
Approve in one tap
Shortages detected? The inventory manager approves with a single button, in chat or the web app, and the system issues a credit request.
Filed and sent
Everything is saved to Drive and the sheet, the credit request is ready for the supplier, and reports go out automatically.
Want to see this on your own delivery notes?
We handle the setup: account, Drive, intake channel and branches. All you do is start photographing.
Everything, end to end
The whole procurement chain, from intake to credit, in one system. Pick a category:
Multi-channel intake
WhatsApp, a Telegram bot and a web app that opens like a native app: photo or PDF, straight from the phone.
Multi-stage validation
Every document passes a validation chain before it enters a report; any field that fails is flagged and escalated for human approval.
Reads handwriting too
Dense, multi-page notes, stamps and handwriting all extracted into clean, structured rows.
No document is ever lost
An unreadable document is still saved to Drive, flagged in the sheet, and the sender is asked to reshoot it.
It learns your catalog
The system learns your catalog, which SKU belongs to which item name, and corrects recurring reading errors on its own.
The full original is kept as evidence
Alongside the working copy sent to the AI, the original full-resolution photo is stored in Drive.
Automatic shortage detection
Ordered minus delivered: every gap is detected, marked in red, and enters the approval flow.
Human approval in one tap
Buttons in chat: approve, "no shortage", add shortages. Or a full correction in the web app, with an instant response.
A red stamp with no detail
A general shortage marked without line items? The whole note goes to validation. No shortage falls through the cracks.
A properly formatted credit request
A branded document saved as a Google Doc in Drive, with an Excel file of the missing items.
Sending to the supplier, your choice
Draft only, send after manager approval, or send automatically. Supplier-to-email mapping with exact matching only.
Editable even after approval
Corrected quantities after the fact? The sheets resync, a revised request is issued, and the change is recorded in an edit log.
A web app for every branch
A link that opens like an app on the phone, no app store, no installation.
Identified users
Email and password sign-in, per-branch permissions, and every note recorded under the name of whoever uploaded it.
A "Pending" tab with a badge
Every open shortage approval in one place, with a count on the tab. Works even with no chat at all.
Delivery note history
Search by supplier or note number, filter by date range, with a link to the original scanned file.
Full editing
Quantities, names, SKUs and adding an item that never arrived, even on notes with no shortages, and even after approval.
Void an incorrect note
A soft void that is excluded from reports and allows a rescan, reversible in one click.
Automatic filing in Drive
A branch / month / day structure, smart file names, and duplicate detection at both file and document level.
A live Google Sheet
Tabs for purchasing, credit requests, pending approval, resolved, return notes and an edit log, all colour-coded.
A daily report at midnight
A formatted email plus an Excel file with the day's metrics, a breakdown by branch and the shortage detail.
A monthly report per supplier
Every creditable shortage for the month in one place, ready to send to the supplier, automatically at month end or on demand.
A delivery performance report
Fill rate per supplier, supplier ranking and recurring shortages, for the supply chain manager.
Export to your ERP
CSV and Excel of every line item, friendly to accounting systems.
A single dashboard
Status, branches, open alerts and items awaiting approval. All on one screen.
Smart alerts
Bad scan, duplicate, price deviation, validation and shortages. Every alert with a direct link to the file.
Cost transparency
Actual AI consumption tracking, cost per document and periodic reports, so the price stays fair to both sides.
Continuous accuracy measurement
Every correction by the inventory manager is recorded and measured against the original reading. Improvement driven by data, not by feel.
User management
Roles (owner / manager / viewer), two-factor authentication, and a full audit log.
"Filing only" mode
Don't need the shortage flow? Switch it off, and the system works as a clean scanning and filing system.
Your data, in your own account
A system that handles money with suppliers has to be trustworthy by design, not by declaration. Here is how it is built:
In one of our control tests, the initial reading reported a shortage of 4 units on an item that had been delivered in full. The validation layer caught the discrepancy and ruled in favour of the correct reading, and no incorrect credit request went out to the supplier.
That is why every document is validated and not merely read. Not to be faster, but so that you never send your supplier a claim that cannot be backed up.
Security as a foundation, not an add-on
In plain language: anyone who should not see your data does not see it. Nor do we, beyond what is required to operate the service.
The technical detail, for those who want it
- Passwords are stored as a hash only (pbkdf2:sha256), never as text.
- TOTP-based two-factor authentication, with account lockout after failed attempts.
- Each customer's channel tokens are encrypted at rest, and the encryption key is backed up separately.
- The session cookie is hardened: HttpOnly, Secure and SameSite for CSRF mitigation.
- Rate limiting on sign-in and on the public endpoints.
- Signature verification on every incoming webhook.
- Production secrets are held in a dedicated secrets backend, not in code.
- A full administrative audit log plus error monitoring.
Built for anyone who receives goods every day
Any business where someone counts cartons gains from every note captured correctly.
Grocery stores and retail chains
Dozens of notes a day across several branches, and one consolidated picture.
Kitchens, restaurants and cafés
Many suppliers and daily deliveries: shortage control without the headache.
Procurement and inventory managers
Stop the money leaking from uncredited shortages, with full documentation towards the supplier.
Multi-branch chains
A monthly breakdown by supplier and branch, and reports that reach the right people on their own.
Priced to your size
There is no one-size price, because there is no one-size business. The price is set by the number of branches and your actual document volume, and it is built from three clear components:
One-time setup
Opening the account, connecting your Drive, setting up the intake channel, configuring branches and training the team. We do it, not you.
A monthly subscription per branch
A fixed, predictable price for each active branch, including a monthly document allowance. More branches, a better price per branch.
Documents beyond the allowance
An unusually busy month? The extra documents are billed separately at a low per-document rate. No surprises at month end.
What people usually ask us
How long does setup take?
What happens if the photo is blurry or unreadable?
What if the AI reads something wrong?
Where is my data stored? Who can see it?
Do I need to install anything? Replace a system?
How much does it cost?
🧾 Need to collect invoices for your accountant?
InvoiceBox is an entirely separate service: every invoice sent in is read automatically, filed by month, and waits neatly for your accountant at the end of each month. Separate site, separate system, separate signup.
Ready to stop typing delivery notes?
Fill in your details, we will get back to you, set everything up, and you can start photographing.