What's the difference between a delivery note and an invoice?

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.

‍

What is the role of the delivery note?

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 allows you to verify that the goods delivered correspond to the initial order.

- It serves as proof of receipt for the customer.

- It facilitates stock tracking and inventory management.

‍

What is the purpose of an invoice?

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 documentation for both parties.

- It allows the company's turnover to be established.

To better understand the differences between these two documents, let's examine them according to their characteristics:

‍

‍

The evolution of document management in the digital age

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

1. Error reduction: Process automation minimizes the risk of human error during data entry.

2. Time savings: Digital information processing significantly speeds up administrative processes.

3. Cost optimization: Reducing paper usage and physical storage costs generates significant savings.

4. Improved traceability: Thanks to digital solutions, companies can track deliveries and payments in real time.

‍

System interoperability

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%.

Regulatory issues

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.

- Harmonization of data formats at the European level.

‍

Process optimization

For IT managers and CEOs in the transport and logistics sector, optimized management of both invoices and delivery notes is essential:

1. Improved customer satisfaction: Effective management of these documents reduces errors and speeds up processes, resulting in a better customer experience.

2. Cash flow optimization: Fast and accurate billing, based on reliable delivery notes, improves cash flow management.

3. Regulatory compliance: With regulations constantly evolving, particularly eFTI, digital management of these documents facilitates compliance.

4. Competitive advantage: Adopting advanced solutions for managing these documents can be a differentiator in the market.

‍

Key Takeaways

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.

‍