Many small businesses issue an invoice at delivery and wonder whether a delivery note is still useful. The two documents do different jobs, and using them together protects you when there is a dispute.
The delivery note: proving what was handed over
The delivery note travels with the goods. It states what was delivered, in what quantity, to whom and when. It does not ask for payment. The person receiving the goods signs it to confirm receipt, possibly with reservations (damaged package, missing quantity).
The invoice: asking for payment
The invoice requests payment and carries the tax details: seller and customer identifiers, prices excluding VAT, VAT, total including VAT and payment terms. See our checklist for a Moroccan invoice.
Quick comparison
- Purpose: delivery note = prove delivery; invoice = obtain payment.
- Prices: optional on a delivery note; required on an invoice.
- Signature: the delivery note is signed on receipt; an invoice does not need the customer's signature.
- Timing: the delivery note goes with the goods; the invoice comes at or after delivery.
The right sequence
- Quote or accepted order.
- Delivery note signed when the goods are handed over.
- Invoice that references the relevant delivery note(s).
- Payment, then a receipt if the customer asks for one.
Do you have to invoice each delivery?
Not necessarily. If you deliver to the same customer often, you can issue one delivery note per delivery and a single summary invoice at the end of the month listing the delivery note numbers. State the practice in your terms of sale.
Concrete examples
Partial delivery
A customer orders 100 units and you deliver 60 this week. The first delivery note shows 60 units; the second, later, shows the remaining 40. You can invoice each delivery separately or combine both in a summary invoice, as long as the invoice refers to the delivery note numbers.
Refused or damaged goods
If the customer notices a defect, they note it on the delivery note at receipt, with the date and their signature. That document is your evidence for deciding on a replacement or a credit note. Without a signed note it is hard to know who is right.
Services
A delivery note makes no sense for a purely intangible service. For a service, the document that proves performance is more likely a signed purchase order, a report or an acceptance record, followed by the invoice.
What a good delivery note contains
- A unique number and the delivery date.
- Full details of sender and recipient, and the delivery address.
- The customer's order reference.
- The list of items with references and quantities delivered (without prices if you prefer).
- A "received in good condition" box for the receiver's signature, name and date.
Keep signed delivery notes with the matching invoices: together they form the proof file for the sale. Our delivery note generator produces a document ready to sign.
Frequently asked questions
Does a delivery note replace an invoice?
No. It does not contain the tax details and does not ask for payment.
What should a delivery note include?
Number and date, sender and recipient, order reference, description and quantities, and the signatures of the deliverer and the receiver.
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