Digital recordkeeping of deliveries and invoices

Purpose

1.1. Maintain a tamper-proof, searchable digital archive of all delivery logs and invoicing, ensuring compliance, rapid retrieval, and audit-readiness.
1.2. Automate input of delivery/invoice data from various channels (paper, email, EDI), digitize records, store in the cloud, and share with accounting/ERP systems.
1.3. Enable automatic notifications for missing or delayed records and integration with loyalty, supplier, or analytics platforms.

Trigger Conditions

2.1. New delivery confirmation (scanned receipt, app entry, or barcode scan).
2.2. Email with attached invoice or EDI file received.
2.3. Supplier updates delivery status in portal.
2.4. Manual entry via staff-facing app or tablet POS.

Platform variants

3.1. Google Drive
• API: Files: insert, update
• Configure: watch folder for PDFs from scanner, OCR text to searchable files.
3.2. Dropbox
• Feature: File Request API
• Configure: send upload link to staff for delivery photos/scans; autosync to central folder.
3.3. Microsoft SharePoint
• Feature: Document Library API
• Configure: auto-sort documents by delivery date/supplier, metadata tagging.
3.4. Airtable
• REST API: Create Record
• Configure: Save parsed invoice fields, auto-link to supplier/vendor.
3.5. QuickBooks Online
• Endpoint: CreateInvoice
• Configure: Invoices from email auto-imported, matched by supplier.
3.6. Xero
• Endpoint: Invoices POST
• Configure: Digital invoices auto-stored, status tracked.
3.7. SAP Business One
• Function: DI API, Add Documents
• Configure: Syncs inbound delivery docs and matched GRNs.
3.8. Slack
• Feature: Incoming Webhooks
• Configure: Notify channel on successful digital record update/failure.
3.9. Trello
• REST API: Create Card
• Configure: Create card per new delivery, attached scanned invoice.
3.10. Notion
• API: Create Database Item
• Configure: Save delivery record, link files, and assign staff for follow-up.
3.11. Monday.com
• API: Create Item
• Configure: Each delivery/invoice as item, automate status change.
3.12. Asana
• REST API: Create Task
• Configure: Task for each invoice, mark as processed/reconciled.
3.13. Zoho Books
• API: Create Invoice
• Configure: OCR-extracted data turned into Zoho invoice, stored.
3.14. Sage Accounting
• API: Sales/Purchase Invoice POST
• Configure: Invoices auto-copied to accounting system.
3.15. DocuWare
• Web Services: Store Document
• Configure: Digital file transfer, metadata attached from source.
3.16. Docparser
• Feature: Parse Documents API
• Configure: Extract structured fields from scanned invoice PDF/upload to repository.
3.17. HubSpot
• API: Engagements
• Configure: Log delivery/invoice as engagement, link to contacts.
3.18. PandaDoc
• API: Document Upload
• Configure: Store signed delivery notes digitally, retrieve by date/status.
3.19. FreshBooks
• Endpoint: Invoice Creation
• Configure: Extraction from records, auto-generate invoice log.
3.20. Smartsheet
• API: Update Row
• Configure: Sync scanned docs, status update on verification.
3.21. Evernote
• API: Create Note
• Configure: Photo/PDF upload from staff mobile for each delivery/invoice.
3.22. Dropbox Sign
• API: Upload File
• Configure: Digital signatures for deliveries, archive signed docs.

Benefits

4.1. Eliminates paper records and manual entry errors.
4.2. Ensures immediate document availability for audits or questions.
4.3. Strengthens compliance with regulatory recordkeeping mandates.
4.4. Accelerates payment cycles and inventory reconciliation.
4.5. Enables analytics on procurement and supplier performance.