f you're part of a company's finance or admin team, this will sound familiar: delivery notes coming from one place, invoices from another, contracts no one checks… and the same headache every time: matching everything to ensure what was paid for was delivered and properly agreed upon.

And even though digitalization has progressed, errors still happen—duplicate documents, incorrect pricing, unverified deliveries, or invoices paid twice.

The good news? There’s a solution.

And no, it’s not about adding more Drive folders or more Excel templates. It’s about automating and connecting document management so everything works for you—not the other way around.

What are delivery notes, invoices and contracts, and why managing them together matters

Let’s break it down:

• A delivery note is the proof that a product or service has been delivered. It’s the first document that confirms that what was ordered actually arrived.
• An invoice is the document that confirms what needs to be paid for that delivery.
• A contract defines the agreed conditions: pricing, quantities, frequency, penalties, etc.

These three documents are closely connected, yet many companies manage them separately—one tool for accounting, another for procurement, and another for contracts. This leads to errors, duplication, wasted time and, at worst, incorrect payments or conflicts with suppliers.

Most common issues in managing invoices, delivery notes and contracts

Even with solid processes in place, it’s easy to face issues like:

• Delivery notes that are lost or not digitized: if not recorded properly, there’s no clear proof that the product or service was delivered.
• Invoices that don’t match deliveries: discrepancies in quantities, prices or dates that go undetected.
• Contracts that no one checks: agreed terms are forgotten or buried in a file no one opens.
• Lack of traceability: it’s impossible to track an order from contract to payment.

This not only affects financial control but also damages supplier relationships, team trust, and the ability to make data-driven decisions.

How to automate and optimize document management in your company

The key is to centralize and integrate information, automate repetitive tasks, and set up smart alerts that notify you when something doesn’t match.

Here are some best practices:

1. Digitize and centralize delivery notes

Ensure delivery notes are registered immediately and digitally, ideally in a platform connected to your ERP. If they come on paper, scan and upload them. If received by email, archive them automatically.

2. Automate invoice reconciliation

Use tools that detect whether invoice data matches what was received (via delivery note) and what was agreed (via contract). This way, you only pay what's fair, without manually checking every document.

3. Link contracts to operations

Contracts shouldn’t be documents reviewed only when there’s a problem. When digitized and connected to your system, you can automatically validate that what’s delivered and invoiced aligns with the contract.

4. Activate smart alerts

Is there an invoice that doesn’t match the delivery? Was the agreed price exceeded? When something’s off—wrong price, quantity, or missing delivery—the system should alert you.

You shouldn’t discover mistakes weeks later during an audit.

5. Use data to negotiate better

Once everything is connected, you can analyze patterns: suppliers that make the most errors, price fluctuations, frequency of incomplete deliveries, etc. That insight helps you renegotiate terms or change suppliers when needed.

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How Polaroo helps with all this

At Polaroo, we specialize in helping companies like yours digitize, automate, and optimize the management of essential services: water, electricity, gas, internet, alarms, insurance. Our technology allows your company to:

• Automatically collect invoices and contracts from multiple suppliers and formats.
• Extract and structure key data, so you can monitor and compare usage, pricing and terms.
• Link that data with delivery notes, ensuring invoices reflect actual deliveries and that everything aligns with your contracts.
• Generate alerts when deviations, errors, or abnormal consumption are detected.
• Seamlessly connect all of this with your current system (ERP, accounting, BI) without needing to change your infrastructure.

What used to be a messy chain of documents becomes a smart, streamlined workflow giving you control, visibility, and agility.

Real cases: what other companies have already achieved

Retail, hospitality and food service companies, with multiple locations and dozens of suppliers, are already seeing results:

• 30% reduction in time spent validating utility invoices.
• Detection of billing errors representing up to 5% in monthly overcharges.
• Contract renegotiations based on real data about usage and compliance.
• Full traceability during internal and external audits.

And all of this without growing their teams or switching tools.

In summary

Managing delivery notes, invoices and contracts doesn’t have to be a headache. If you have the documents, you already have the information. You just need the right tool to connect and activate it.

At Polaroo, we help you turn essential service management into a fluid, efficient, and strategic process. Because when you stop checking documents one by one, you can focus on what really matters: growing your business.

Would you like to see how it works with your current suppliers?

At Polaroo, we’ll show you how to save time, reduce errors, and make smarter decisions from day one.

👉 Request your personalized demo today and start optimizing your document management.

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