Digital delivery notes: a simple smartphone workflow for construction sites

What a digital delivery note looks like

When a supplier drops off materials, the driver hands a paper note to the site foreman. The foreman photographs the note with a smartphone, attaches the image to the relevant project in a mobile app or shared folder, and records the supplier, items delivered and quantities. The image is stored online, searchable and instantly available to the accountant, project manager and client.

Essential information to capture

A delivery note should include:

• Delivery date
• Supplier name
• Description and quantity of the goods
• Signature of the receiver (foreman)
• Delivery address (the site)

If the foreman notices a discrepancy, he can add a brief annotation on the image before signing, e.g., “Received 45 bags instead of 50”. This annotation can be used as evidence in later discussions with the supplier.

Linking notes to projects

For accounting purposes each delivery note must be tied to a specific project. This enables the accountant to match material costs with the project budget and to demonstrate, in case of a VAT audit, that purchases correspond to the work performed. Unlinked receipts are harder to allocate and therefore less useful.

Simple habit‑forming workflow

1. Take a photo of the delivery note immediately after receipt.
2. Attach the photo to the appropriate project in your mobile app or a shared project folder.
3. Enter the basic details (supplier, items, quantities).
4. Save – the note is now stored securely and can be retrieved at any time.

Repeating these steps for each delivery helps embed the practice in daily routines.

Practical checklist for site teams

• Smartphone with camera ready before deliveries arrive
• Project list or folder structure accessible from the device
• Standard naming convention (e.g., ProjectID_Date_Supplier)
• Quick form for entering supplier, items and quantities
• Procedure for adding annotations when discrepancies appear
• Regular backup of the storage location (cloud or on‑premise)

Benefits for small construction firms

• Reduced risk of lost paper documents
• Immediate availability of delivery information for accountants and project leaders
• Clear audit trail that links deliveries to project budgets and VAT records

For up‑to‑date information on Belgian VAT requirements, consult the official VAT portal.

Getting started without dedicated software

If you already use a construction management app, open the relevant project, capture the delivery note and let the system store it. If you do not have dedicated software, create a shared folder for each project (e.g., on a cloud service) and upload the photos there.

Adopting this habit takes only a few seconds per delivery and helps keep your documentation complete and reliable.