Free Delivery Note Generator

Delivery notes and their role in AP and three-way matching

A delivery note accompanies goods from supplier to buyer, documenting what was dispatched, in what quantity, and in what condition. It is the physical record that sits between the purchase order and the invoice — confirming that goods were actually received before payment is authorised. Unlike an invoice, a delivery note shows no prices; its job is to confirm physical receipt of goods.

A delivery note should include the supplier's name and contact details, the buyer's name and delivery address, the date of dispatch and expected delivery date, a unique delivery note number, a reference to the associated purchase order number, and a line-by-line list of items with descriptions, quantities ordered, and quantities delivered. A signature block for the recipient to sign on acceptance — and to note any discrepancies — is essential for disputes and returns.

For construction, wholesale, and distribution businesses, delivery notes are the foundation of three-way matching in accounts payable. Three-way matching compares three documents: the original purchase order (what was agreed to be supplied and at what price), the delivery note (what was actually received and when), and the supplier's invoice (what they are billing you for). All three must agree on quantity and price before an invoice is approved for payment. Any discrepancy — a short delivery, a price change, or an item substitution — should be resolved before payment is released.

Common mistakes include accepting a delivery without checking it against the PO, signing a delivery note before counting items, or losing delivery notes before they can be matched to the invoice. These errors lead to paying for goods not received, or failing to claim credit for short deliveries.

How to use this delivery note generator

1. Enter the supplier's details and your business name and delivery address.
2. Add the delivery note number, dispatch date, and the corresponding PO number for cross-referencing.
3. List each item being delivered with the ordered quantity and the actual quantity dispatched. Short quantities are flagged automatically.
4. Download the PDF and print for signature on delivery. File the signed copy against the PO so it's ready when the invoice arrives.

Is a delivery note the same as an invoice?

No. A delivery note records the physical movement of goods and contains no pricing information. An invoice is a request for payment. In a well-run AP process, the delivery note arrives with or before the goods, and the invoice arrives separately for approval and payment after receipt is confirmed. Never pay an invoice without confirming the delivery note matches what was actually received.

What do I do if the delivery doesn't match the PO?

Note the discrepancy on the delivery note at the time of receipt and have the driver or courier acknowledge it. Then contact the supplier to arrange a re-delivery or credit note for the short quantity. Do not approve the invoice until the discrepancy is resolved. Filing the annotated delivery note creates a clear paper trail if the supplier disputes your claim later.

How long should I keep delivery notes?

Delivery notes are supporting documents for your financial records and should be retained for at least five years in line with ATO record-keeping requirements. Link them to the corresponding PO and invoice in your filing system so the full transaction history is easy to retrieve during an audit or supplier dispute.