Delivery note and invoice reconciliation, line by line, for every job site

Every delivery to a job site comes with a paper: a delivery note in the UK and Ireland (delivery docket in Ireland and Australia), a delivery ticket in the US for bulk materials such as concrete and aggregates, a packing slip for boxed goods from a distributor, and a guia de remessa in Portugal. Someone on site signs it. Weeks later the supplier’s invoice arrives at the office, often covering many deliveries at once.

Reconciling them means answering, for every invoice line: is there a signed note for it, do the quantities and units agree, is it the same item, and is the unit price the one in the contract? The general difference between the two documents is covered in delivery note vs invoice.

None of these needs bad faith. Price lists change, descriptions are abbreviated differently in each system, and summary invoices are built from the supplier’s own records, not from your signed copies.

• Price — the invoice uses a different unit price from the one agreed in the contract.
• Quantity — the invoice bills more than the signed notes add up to, or a note was billed twice.
• Unit — the note counts pieces or bars, the invoice bills m² or tonnes.
• Item identity — a similar but different item: a different concrete class, or D22 rebar billed where D16 was delivered.
• Wrong job site or contract — a delivery for one site billed against another site’s contract.
• Missing paperwork — an invoice line with no delivery note at all; see invoice without a delivery note.
• Duplicates — the same document sent twice, by email and by post.

It works, but the time grows with every delivery, and it depends on one or two people who know where the paper is. Site and finance often check the same document twice for different things. We compare the spreadsheet approach honestly in Audiree vs Excel.

1. 01Collect the signed notes from site: a folder in the site office, photos on phones, a box sent to head office at month-end.
2. 02Key or tick each note line against the invoice, usually in a spreadsheet per supplier.
3. 03Open the contract or price list and check each unit price.
4. 04Chase the site for missing notes and the supplier for credit notes.
5. 05Approve the invoice, or hold it until the questions are answered.

The site team photographs each delivery note in the chat group they already use, or someone uploads a PDF or forwards the supplier’s email. Two AI models read each document independently and extract every line — item, quantity, unit, price. Each line is matched to the job site’s contract price list by meaning, not by identical text.

Ten deterministic checks then do the arithmetic: line price against contract price × quantity, document total against the sum of lines, unit consistency, item identity, supplier NIF, contract reference, and more. What matches goes through on its own; each difference goes to the review queue with the amount, and is resolved in one click. Duplicates are caught by document number or ATCUD plus supplier.

Audiree is not an ERP, an accounting system or AP payment software. It does not pay suppliers, does not issue delivery notes or invoices, is not a certified tax archive and does not submit anything to the Portuguese tax authority (AT). It does not validate ATCUD codes, QR codes or signatures with the AT — the document number and ATCUD are used to catch duplicates. It gives no tax advice: VAT rates and reverse-charge treatment stay with your accountant. There are no ready-made connectors to specific ERPs; checked data exports to CSV for Excel or for posting in the system you already use.

Audiree is built in Portugal and works today with Portuguese construction companies. Reading does not depend on a document’s layout, so delivery notes and invoices from suppliers in other countries can be read as they are. If you run projects outside Portugal, we run demos with your own documents — but we don’t claim local tax rules or integrations for your market.

The first step is a 30-minute demo with your own documents: bring two supply contracts and a month of delivery notes and invoices from one job site. We run the reading and checking live, and you see line by line what would go through on its own and what would go to review. After that, the platform is adapted to how your company is run (job sites, cost centres, who approves what); setting up the first job site is included in the pilot. Pricing is quoted on request, based on your volume of documents and job sites.