Accelerating Invoicing with Live Delivery Data

Mahendra took on an invoicing process where proof of delivery moved physically from mines to customer sites and back to the office. Purchase orders were often created later, while vendors could request payment before the delivery record reached the system.

He broke the problem into dispatch capture, purchase-order matching, exception handling, proof of delivery, and invoicing. He built matching logic around live Weighbridge events, using customer, vendor, item, and challan data to connect deliveries to existing orders.

Multiple running orders made deterministic matching difficult. Mahendra worked with operations and vendors to understand why purchase orders were missing or ambiguous, then introduced operating procedures to improve order creation and data quality.

He also used truck GPS data as supporting delivery evidence and created e-challans inside the platform. These records could later be reconciled with the physical challan through its unique number.

The combined product and process changes allowed around 60% of eligible deliveries to be captured as they happened. Work that had previously waited 20 to 30 days could move to same-day or next-day invoicing.