How do I automate delivery note and truck cost reconciliation?
Automate it by capturing every delivery note digitally at source — including scanned handwritten ones — matching each DN to its order and load, and letting the system compile truck recon: deliveries plus local loads minus diesel, per vehicle. The month-end spreadsheet shuffle disappears.
The hidden cost of paper delivery notes
DNs get written by hand at the weighbridge or on-site, then keyed into a spreadsheet days later. Numbers drift, signatures go missing, and disputes over mass or rate are hard to settle. Reconciliation turns into a monthly archaeology project.
Capture at source, reconcile automatically
A scan-to-capture step turns a photo of a handwritten DN into structured fields — DN number, material, mass, truck, client — with a confidence score, flagging anything unusual for review.
Once captured, each DN links to its order and rate card, so value and outstanding amounts calculate themselves instead of being rebuilt by hand.
Truck recon without the spreadsheet
Per vehicle, the system totals delivered loads and local trips, subtracts diesel slips, and shows the payable — compiled automatically rather than reassembled every fortnight. That is the difference between knowing your margin per truck and guessing it.
Can it read handwritten delivery notes?
Yes. A scan step extracts the key fields from a photo and shows a confidence score, routing anything uncertain to a human review queue rather than guessing silently.
What if a DN looks like a duplicate?
The review queue flags likely duplicates, new clients or unusual transporters so a person can confirm or dismiss before the record is finalised.
Does this replace our accounting system?
No — it feeds it. Captured, reconciled records can sync to tools like QuickBooks or Sage rather than becoming a separate silo.