This is not a real customer story. It is an illustrative use case built from the AiutoForm demo and typical industry workflows. Company names, amounts and counts are examples.
Whether a supplier's delivery note arrives as an Excel file, a PDF or a photo, AI reads it and adds a row to the Delivery notes sheet with the date, supplier, net amount, tax and total. The sending company is linked to the Suppliers sheet, so totals by supplier and by month are available in the data list.
- Industry
- Industrial supplies wholesale (fictional company)
- Gmail (Google Workspace)
- Documents received
- Supplier delivery notes (Excel, PDF), fax and phone photos
- Sheets used
- Delivery notes · Line items · Suppliers
How the work is often done today
- An accounts payable clerk opens hundreds of delivery notes a month, types them into a purchase log and checks the amounts against supplier invoices.
- Faxed delivery notes are set aside and entered in batches, so the work piles up at month end.
- Getting totals per supplier means filtering the log again and building a pivot table.
How delivery notes get organized
- Read email attachmentsExcel and CSV attachments are read as tables. For PDFs and photos, AI reads the text and extracts the same fields.
- Upload faxes and photos directlyDrag and drop or paste faxes and phone photos onto the screen and they follow the same flow. On a phone you can take the photo and upload it directly, and the same file is never registered twice.
- Delivery notes sheet linked to suppliersEach delivery note becomes one row, and the sending company is registered automatically in the Suppliers sheet (V-0001…). Each line item is kept in the Line items sheet.
- Totals by supplier and monthFilter the data list by month or date range and group by company to see counts and net, tax and total amounts.
What the Delivery notes sheet looks like
| Doc ID | Supplier | Note number | Date | Items | Net | Tax | Total |
|---|---|---|---|---|---|---|---|
| DS-260929-001 | Keystone Metals Co. | DS-2609-031 | 2026-09-29 | 304 stainless sheet + 1 more | 2,400.00 | 0.00 | 2,400.00 |
| DS-260930-002 | Harbor Industrial Supply | HIS-0930-12 | 2026-09-30 | Work gloves + 4 more | 318.40 | 0.00 | 318.40 |
| DS-260930-003 | Summit Packaging | SP-2609-88 | 2026-09-30 | Corrugated boxes, 3 sizes | 965.00 | 0.00 | 965.00 |
Example data for illustration. The Tax column is filled when a delivery note shows tax.
What changes when delivery notes go into Excel automatically?
- Instead of retyping, your team checks only the items marked Needs review, side by side with the original.
- The totals row at the top of the Delivery notes sheet shows the count and amount total for the current filter.
- The columns match a typical manual log, so moving over from the delivery note Excel template you may already use is straightforward.
Expected effect (based on assumptions)
Under this assumption, the data entry that used to pile up at month end is done as each email arrives, and your team spends its time checking amounts instead.
This is an assumption for illustration. Actual results depend on document volume, formats and how your team works.Frequently asked questions
Can faxed delivery notes be organized too?
Yes. Scan the fax or take a photo with your phone and upload it; AI reads it and records it in the same sheet. Blurry text or low-confidence items are marked Needs review.
Can I check delivery notes against supplier invoices?
Net, tax and total amounts are logged per supplier in the Delivery notes sheet, so you can total them by supplier and month in the data list and compare with invoices. There is no automatic matching feature yet.
Can delivery notes we send to customers be managed too?
Rows are split by partner type (customer or supplier), so delivery notes you upload for your own sales and the ones you receive from suppliers can be filtered separately.
Will it work with your inbox?
Tell us which email service and document formats you use, and we will show you how it fits.