Material delivery and damage check Workflow

Why should we automate material delivery checks instead of handling them manually?

Manual delivery checks often rely on someone remembering to email a supplier or chase a replacement, which can cause issues to sit unresolved for weeks. This workflow captures condition details and photos at the point of delivery, then automatically routes the record into a supplier issue process with assigned tasks and statuses. That structure makes it easier to see which deliveries need attention and reduces the chance of a claim being forgotten.

What is the return on investment of using this workflow for site deliveries?

The workflow reduces time spent tracking down delivery paperwork, chasing suppliers, and manually updating spreadsheets, since each delivery record carries its own status and timeline automatically. Purchasing and operations staff receive assigned tasks instead of ad hoc requests, which helps resolve claims faster and supports better supplier accountability. Over time, this can help reduce the cost and disruption of unresolved delivery issues on active jobs.

How does this compare to tracking deliveries through email and spreadsheets?

Email and spreadsheet tracking typically fragments information across inboxes and files, making it hard to see the current status of a disputed delivery at a glance. This workflow keeps every delivery as a single record with a reference number, status, and full timeline, so anyone checking progress can see exactly where a claim stands. Receivers and purchasing staff interact through assigned tasks and forms rather than searching through email threads.

Who is involved in checking and resolving a delivery issue?

The receiver submits the initial delivery details and photos through a request form, and later confirms whether a replacement delivery arrived correct through a task. Purchasing logs the supplier claim and its resolution, and the operations manager records the outcome of any disputed claims within a 3-day task due date. Each of these tasks is assigned within the workspace and tracked against the delivery record.

What happens if a delivery arrives with a shortage, damage, or wrong items?

The workflow routes the record to a Supplier Issue status and emails the receiver to confirm the issue has been logged. Purchasing is then assigned a task to record the claim lodged with the supplier along with the resolution and any replacement delivery date, and these details are saved to the delivery record. From there, the record moves into replacement, credit, or dispute handling depending on the resolution recorded.

What happens if a replacement delivery is still wrong?

If the receiver's replacement check confirms the items are still wrong, the workflow closes that iteration and restarts the claim process from the purchasing task. This means the supplier claim is logged again with updated resolution details rather than leaving the record stuck in an incorrect status. The record's timeline keeps a history of each iteration as it happens.

How is a disputed supplier claim handled?

When a supplier rejects a claim, the delivery record status is set to Disputed and the operations manager is assigned a task, due in 3 days, to record the outcome. Once completed, the dispute outcome notes are saved directly to the delivery record. This keeps disputed claims visible and time-bound rather than left open-ended.

Can this workflow be customised for our own delivery process?

Yes, the steps can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This makes it possible to adapt task assignments, statuses, or routing conditions as your delivery and supplier claim process evolves. A workspace can start using the template within minutes and refine it over time without a development project.

What information does the delivery record keep for our own reference?

Each delivery record keeps a reference number, current status, and a timeline of what happened, including the claim details, resolution, replacement date, and dispute outcome entered by staff. This gives a documented history of each delivery's condition and how any issue was resolved. Each business should confirm what records it needs to retain to meet its own obligations.