Despatch Paperwork
Delivery notes out without retyping the order.
The despatch decision takes a second and the paperwork takes twenty minutes. Someone opens the order, retypes the lines into a delivery note, counts what is actually going, writes a packing list, emails the customer, and files a copy. None of that is judgement. All of it is copying.
- Bracket, 316 stainless, per drawing TE-4471120120
- Bracket, small variant, 316 stainless4025
- Fixing kit160160
From ready to shipped, in four steps.
This is the one human step, and it stays human. A person says a job is going out; everything after that is copying, and the workflow does the copying.
The delivery note and packing list are built from the order itself, so what is written can only be what was ordered.
A despatch confirmation goes out with the note attached, in your format, to the contact on the order.
A copy is filed against the job, and a part despatch leaves the balance open rather than closing the order.
What changes after we deploy this.
If any of these describe your business, this workflow earns its keep.
A delivery note is not optional paperwork. It has to exist, it has to match the order, and it is produced by retyping something you already hold.
Part despatches are where hand-written notes go wrong most often, and where an order gets closed with a balance still outstanding.
When the note and the order disagree, the argument happens at the invoice. Building the note from the order removes the way that disagreement starts.
How long between a job being ready and the customer knowing it shipped?
Send us a recent order and the delivery note that came from it. We will show you what would have been produced automatically, and what still needed you.
It runs inside the tools you already use.
And 30+ others. If your tool is not listed, ask.
See every integrationThe questions we get before we build.
Still unsure? Ask us directly and we will answer before you commit to anything.
What actually triggers it?
A person marking the job ready to go. That is deliberate rather than a limitation: unlike an incoming delivery, which announces itself with a despatch note in your inbox, goods being packed produces no signal a workflow can read. So the decision stays human and everything after it does not.
How does it handle a part despatch?
It notes what is going against what was ordered, line by line, and leaves the balance open. This is the case worth building for: it is where a hand-typed note is most often wrong, and where an order gets closed with quantities still outstanding.
Can it raise the invoice too?
It can hand what it produced to your accounting tool where despatch and invoicing genuinely go together. Whether they should is worth a conversation, because plenty of businesses deliberately invoice on a different cycle from despatch.
Will the note look like ours?
Yes. It is built into your existing template, with your layout, references, and terms. Nobody outside the business should be able to tell a note was produced this way.
What if the order changed after it was placed?
It builds from the order as it stands when the job is marked ready, so a variation recorded against the order carries through. A change agreed verbally and never written down will not, which is an argument for recording it rather than an argument against the workflow.
Other automations that complement this one.
This closes the chain Purchase Order Processing opens: an order read in at one end, the paperwork out at the other. Supplier Delivery Watch covers the materials you buy in to deliver it, and Automated Invoice Reminder picks up once the invoice follows.
Want the despatch paperwork to write itself?
Send us a recent order and the note that came from it. We will show you what would have been produced the moment someone marked it ready.
Every workflow is a managed monthly service. No credit card, and we respond within one business day.