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In the transport and logistics sector, efficient document management is crucial to ensuring smooth operations and customer satisfaction. The delivery note and the invoice are two essential documents in this process. Although often confused, these documents have distinct and complementary roles in the supply chain. This article aims to clarify the differences between these two key documents, while exploring their importance in today's digitalized industry.
The delivery note is a document that accompanies goods during transport. It serves as proof that the goods have actually been delivered to the consignee. This document is essential for several reasons:
- It is used to check that the goods delivered correspond to the initial order.
- It serves as proof of receipt for the customer.
- It facilitates inventory tracking and management.
The invoice is an accounting document that details the goods or services supplied, as well as the amount owed by the customer. It has several functions:
- It constitutes a formal request for payment.
- It serves as accounting and tax proof for both parties.
- It is used to establish the company's sales.
To better understand the differences between these two documents, let's examine them according to their characteristics:
The digitization of the transport and logistics sector has improved the management of these documents. According to a recent study conducted by the Institute for Research in Digital Logistics (IRLD) in March 2024, 78% of companies in the sector have adopted digital solutions for managing their delivery notes and invoices.
Benefits of digitalization
- Error reduction: Process automation minimizes the risk of human error during data entry.
- Time savings: processing digital information speeds up administrative processes considerably.
- Cost optimization: Reducing paper use and physical storage costs generates significant savings.
- Improved traceability: digital solutions enable companies to track deliveries and payments in real time.
In this context of digital transformation, system interoperability is becoming a major asset. Solutions like the one proposed by Docloop play a central role in the secure exchange of data between the various players in the supply chain.
The impact of interoperability
The study conducted by the Cabinet de Conseil en Logistique Avancée (CCLA) in June 2024 showed that adopting an interoperability platform like Docloop could reduce delivery note and invoice processing time by an average of 65%.
The distinction between delivery note and invoice has taken on a new dimension with the evolution of European regulations, notably with the introduction of eFTI (electronic Freight Transport Information).
eFTI and its impact
The eFTI regulation, which comes into force in August 2024, aims to standardize and digitize information exchanges in freight transport. This regulation has direct implications for the management of delivery notes and invoices:
- Obligation to provide certain regulatory information in electronic form.
- Need to use certified eFTI platforms for data exchange.
- Europe-wide harmonization of data formats.
Process optimization
For IT managers and CEOs in the transport and logistics sector, optimized management of both invoices and delivery notes is essential:
- Improved customer satisfaction: Effective document management reduces errors and speeds up processes, resulting in a better customer experience.
- Optimized cash flow: Fast, accurate invoicing, based on reliable delivery notes, improves cash management.
- Regulatory compliance: With ever-changing regulations, including eFTI, digital management of these documents facilitates compliance.
- Competitive advantage: The adoption of advanced document management solutions can be a differentiating factor in the marketplace.
In today's increasingly digitalized transport and logistics sector, it is vital to implement processes that simplify the handling of these documents. Companies that know how to optimize the management of these documents, by taking advantage of interoperability and artificial intelligence technologies, and by anticipating regulatory changes, will be better positioned to succeed in an increasingly competitive and regulated market. For decision-makers in the sector, whether they are CEOs of logistics companies, CIOs of transport companies, or solution providers (TMS, WMS, ERP), the use of automation solutions like Docloop's will bring significant benefits. Not only by optimizing internal operations, but also by offering higher value-added services to their customers, helping to strengthen their market position.
