Delivery Invoice

-  Purpose
 

A Delivery Invoice (also called Delivery Note / Delivery Document) is a logistics and fulfillment document used to confirm that goods or services have been delivered to a customer.
 

It focuses on what was delivered, when, and to whom — not on payment.
 

A Delivery Invoice is not a billing document and does not request payment.
Its main role is operational proof of delivery and inventory tracking.


 

- When to Use a Delivery Invoice
 

Use a Delivery Invoice when:
 

• Goods are shipped before invoicing

• Delivery must be confirmed before payment

• Partial deliveries are made

• Warehouse or logistics tracking is required

• Customer must sign or acknowledge receipt

• Invoices are created only after delivery confirmation

• You want to separate delivery process from billing process
   

Common industries:
 

• Manufacturing

• Wholesale & distribution

• Retail logistics

• E-commerce

• Service delivery confirmation
  
  
   

  - How to Use – Step-by-Step (User Flow)
   

  1️⃣ Create Delivery Invoice
   

• Navigate to Documents → Delivery Invoice

• Click Add Delivery Invoice

• Select an existing customer or create a new one

• Choose company/invoice settings

• Select document language and currency (for display)
  
  
   

  2️⃣ Add Delivered Items
   

  Add all items that are physically delivered:
   

• Product or service name

• Quantity delivered

•  Prices and tax are optional and informational only.
  
   

  3️⃣ Delivery Details
   

  Configure delivery-specific information:
   

• Delivery date

• Delivery address

• Delivery method (courier, pickup, shipment)

• Tracking number (optional)

• Warehouse or stock location

• Responsible staff member
  
  
   

  4️⃣ Save Delivery Invoice
   

• Document number is generated

• Delivery record is saved

• No accounting entry is created

• No payment status is affected
  
  
   

  5️⃣ PDF Generation
   

  A professional Delivery Invoice PDF is generated automatically.
   

  The PDF includes:
   

• Company & customer details

• Delivery date

• Itemized delivery list

• Quantities delivered

• Notes & delivery confirmation area

• Signature area (if configured)
  
  
   

  6️⃣ Share with Customer
   

  Delivery Invoice can be sent via:
   

• Email

• WhatsApp

• Customer uses it to:

• Verify delivery

• Sign confirmation

• Report missing or damaged items
  
  
   

  - Payment Behavior (Important)
   

  Delivery Invoices do NOT handle payments.
   

• ❌ No payment methods

• ❌ No receipts

• ❌ No tax reporting

• ❌ No balance impact

• They are purely operational documents.
  
  
   

  Relationship with Other Documents
   

  Delivery Invoices are often used before or alongside billing.
   

  Common Workflows
   

  - Delivery → Tax Invoice
   

• Create Delivery Invoice

• Confirm delivery

• Convert or reference delivery in Tax Invoice

• Customer is billed only for delivered items
  
  
   

  - Order → Delivery → Invoice
   

• Order Proposal created

• Delivery Invoice issued

• Tax Invoice generated after delivery

• Payment collected
  
  
   

  - Partial Delivery
   

• Multiple Delivery Invoices for one order

• One final Tax Invoice referencing all deliveries
   

• - Conversion & Linking
   

  Delivery Invoices can be:

• Linked to Orders
   

• This ensures:
  ✔ Accurate billing
  ✔ No over-charging
  ✔ Clear delivery audit trail
  
   

  - API Support
   

  Delivery Invoices are fully supported via API.
   

  API Capabilities
   

• Create Delivery Invoice

• Fetch Delivery Invoices

• Retrieve Delivery Invoice PDF

• Link Delivery Invoice to Orders

• Convert Delivery Invoice to Tax Invoice

• Track delivered quantities
  
  
   

  ⚙️ Settings Affecting Delivery Invoices
   

  Company & Invoice Settings
   

• Company logo & address

• Document numbering

• Default language

• Default template
  
  
  
  - Template Settings
   

• Delivery-specific template

• Show/hide prices

• Show/hide tax

• Signature section

• Notes & conditions
  
  
   

  Inventory / Stock Settings
   

• Quantity tracking

• Partial delivery support

• Stock deduction (if enabled)
  
  
   

  ✅ Benefits of Delivery Invoices
   

  ✔ Confirms goods delivered
  ✔ Prevents billing disputes
  ✔ Supports partial deliveries
  ✔ Improves logistics accuracy
  ✔ Clear separation of delivery & billing
  ✔ Integrates with orders & invoices
  ✔ API-ready for automation
  
  
  
   

  - Summary
   

  A Delivery Invoice is a critical operational document used to confirm delivery of goods or services before billing.

  It ensures:
   

• Transparency

• Accurate invoicing

• Inventory control

• Professional delivery records
  
  
  By separating delivery confirmation from payment collection, businesses gain better control, fewer disputes, and cleaner accounting.