Operations
Purchase & Delivery Automation
Compare what you ordered with what was delivered.
Purchase & Delivery Automation reads your purchasing and delivery documents, links related records and compares them. You see which deliveries match, which are partial and which need someone to take a look.
What it does
Purchasing and receiving produce a steady flow of documents: purchase orders, supplier delivery notes, goods-receiving records. The product extracts order numbers, suppliers, items, quantities and dates from these documents and turns them into structured records.
It then identifies which documents belong together and compares expected and delivered information using clear, rule-based logic. The outcome for each order is visible, and anything unclear goes to a person for review.
Typical input
- Purchase orders
- Delivery notes
- Goods-receiving documents
- Other supplier documents and related operational records
Situations it identifies
- Quantities that match the order
- Partial deliveries
- Differences between ordered and delivered items or quantities
- Missing documents or missing information
- Records that need human review
Works on its own
Purchase & Delivery Automation is sold and installed on its own. If you later use other products, they can be connected as an optional customization.
The problem it solves
Checking delivery documents against purchase orders by hand is slow and repetitive. When volumes grow, differences are easy to overlook and only surface later.
- Delivery notes compared with purchase orders line by line
- Partial deliveries tracked in separate spreadsheets or not at all
- Suppliers using different document formats
- No clear overview of which orders are complete and which are not
How it works
- 1
Receive documents
Purchase orders, delivery notes and receiving documents are uploaded.
- 2
Extract information
Suppliers, order numbers, items, quantities and dates are extracted into structured records.
- 3
Link related records
Delivery documents are linked to the purchase orders they belong to.
- 4
Compare
Expected and delivered information is compared using your business rules, showing matches and discrepancies.
- 5
Review exceptions
Discrepancies and uncertain values are shown to a person to resolve.
- 6
Save results
Structured records and review results are stored and can be exported to Excel.
Example workflow
A distribution business places purchase orders with several suppliers and receives goods with the supplier's delivery note.
- 01The receiving team uploads a delivery note
- 02Order number, items and quantities are extracted from the delivery note
- 03The delivery note is linked to the matching purchase order
- 04Most lines match, but one item was delivered in a smaller quantity and is flagged as a partial delivery
- 05A team member confirms the partial delivery, and the order remains open for the missing quantity
Key capabilities
Document reading
Purchase orders, delivery notes, goods-receiving and other supplier documents.
Line-item extraction
Items, quantities, units and references for each document.
Record linking
Identifies which documents relate to the same order.
Rule-based comparison
Predictable, explainable logic for comparing expected and delivered information.
Exception handling
Partial deliveries, discrepancies and missing information are flagged.
Structured results
Records and review results in a database, exportable to Excel.
Expected business impact
- Reduce manual comparison between purchasing and delivery documents
- Make partial deliveries and discrepancies easier to identify
- Keep purchasing and receiving information in one consistent structure
- Make review clearer by focusing on exceptions
Before
- Compare delivery notes with purchase orders line by line
- Track partial deliveries in separate lists
- Notice discrepancies late
After
- Documents are linked and compared automatically
- Only exceptions are presented for review
- The status of each order is visible in one place
The actual effect depends on your volumes and current process. We discuss realistic expectations during the requirements phase.
Customization
Core automation, adapted to your workflow.
Document types, tolerances and matching rules differ between businesses. The product is set up to follow yours.
- Document types and fields
- Rules for linking and comparing records
- Handling of partial deliveries and tolerances
- Review rules for when a record is flagged
- Output structure for Excel or your database
- Connection to your purchasing or ERP system, where technically possible and agreed in the scope
Ownership & deployment
This product is installed into infrastructure that your organization owns and pays for. After delivery, you remove our access and keep full control.
- Your repository, database and deployment
- Your data, API accounts and external service accounts
- Developer access only during the project, removed by you after delivery
- Keeps running without our accounts or servers
| GitHub | Private repository with the system's code |
|---|---|
| Supabase | Database for documents, records and review results |
| Vercel | Hosting for the review interface |
| Anthropic API | AI-assisted document reading |
Pricing
Project price
€3,500 – €5,000
Complex matching or ERP integrations may require a custom quote.
A one-time project price for customization, installation, testing and delivery. The final price is agreed in writing after the requirements discussion.
Founding Client PricingIntroductory pricing for our first 3 client projects.
Prices exclude VAT where applicable.
After successful delivery, we may ask for permission to use anonymized results or a case study. This is always your choice.
Included in the project
- Setup of document types, fields and comparison rules
- Installation in your infrastructure
- Testing with your own documents
- Handover and documentation
What affects the final price
- Number of document types
- Complexity of comparison rules and tolerances
- Level of line-item detail required
- Required integrations
Running costs of services in your own accounts (hosting, database, AI API usage) are billed to you directly by those providers.
How to order
Every product is ordered the same way:
- 1Contact
- 2Requirements
- 3Scope & quote
- 4Customization
- 5Implementation
- 6Testing
- 7Delivery
Talk to us about Purchase & Delivery Automation
Send a short description of your current workflow. We will reply with questions for scoping and the next steps.