despatchly

Xero starts at the invoice. You start at the order.

Despatchly holds every part delivery, driver hand-off and signed proof in between—then raises one clean Xero invoice when the whole order is complete.

View the demo company See the workflow
One complete order Any number of loads One final invoice

Order control · Synthetic preview

SO-1048

/

New order received

Customer

Harper & Sons

Foundry Lane, Sheffield · PO 8814

Open

Order lines

164 units total

Precast lintels24
Concrete blocks120
Mortar pallets20

Order value

£12,480.00

Held outside Xero until complete

Fulfilment

Three consignments

0 of 3 delivered

1

Load 1 · DN-0204

Today · 08:30

Preparing
2

Load 2 · DN-0205

Thursday · 10:00

Planned
3

Load 3 · DN-0206

Friday · 08:00

Planned

Latest proof

Awaiting first delivery

No signature

—

Recipient

Final Xero invoice

Held until every load is delivered

Not raised

0 / 3 complete

Ordered. Organised. Despatched. Invoiced.

Despatchly holds the operational truth between taking the order and raising the invoice—especially when fulfilment takes more than one load.

  1. 01

    Raise the order

    Record the full customer order before deciding how it will leave the yard.

  2. 02

    Organise deliveries

    Split the order across one or many consignments and plan what goes when.

  3. 03

    Despatch each load

    Send the right details with the driver and capture proof for every consignment.

  4. 04

    Raise the invoice

    When every consignment is delivered, raise the completed order as an invoice in Xero.

Watch the delivery become proof.

The driver works through one clear screen on an iPad: check the load, record what arrived, attach evidence and collect the customer’s signature before leaving site.

  1. 1

    Delivery details

    Order, delivery note and customer address stay visible at the top.

  2. 2

    Quantities checked

    Every line records what arrived, including shortages or refusals.

  3. 3

    Signature captured

    Photos, recipient name, time and signature become the delivery record.

  4. 4

    Order progress updated

    This delivery becomes proof and the order moves to 2 of 3 delivered for the office.

Despatchly

Driver delivery screen

Out for delivery

Proof of delivery

DN-1048-02

SO-1048 · Harper & Sons

Delivered to

18 Foundry Lane

Sheffield S4 7YA

Delivery lines

Check what arrived

3 lines
ItemOn loadReceived
FBR-120Fabricated brackets2424
PLT-08Machined plates88
CRT-LReturnable crate22

Condition

Everything received

No shortages or refusals

Photo evidence

1 attached

Goods at customer site

10:41 · attached

Customer signature

Matthew Harris

2 Sep 2026 · 10:42

Confirm signed delivery

Synthetic product preview · no customer data

Everything between the order and invoice. Nothing pretending to be an ERP.

Current order

SO-1048

SO-1048 · 14 line items

Order raised

Customer

Harper & Sons

Consignments

2 of 3 delivered

Status

In progress

ActivityToday

Order raised

Order SO-1048 updated

Outstanding tracked

Consignment 3 remains to deliver

Goods that go out in loads.

Building materials

Merchants delivering blocks, boards, roofing, landscaping and mixed loads.

Timber + aggregates

Loads where the office needs a clean record of what arrived and who received it.

Food + trade wholesale

Repeat drops where signatures and accessible paperwork matter more than live tracking.

Manufacturing

Fabricators and makers fulfilling one customer order across several production-ready loads.

Is Despatchly a fit?

Order-to-invoice control, not another operating system.

Despatchly does

  • Holds the complete customer order
  • Splits it across consignments
  • Captures proof for each delivery
  • Raises the Xero invoice when complete

It does not do

  • Stock control
  • Purchasing
  • Route optimisation
  • Live vehicle tracking

The qualifying question

“Do you need to control what you hold and buy, or organise what a customer ordered through every consignment to invoice?”

The first problem points to stock software. The second is the problem Despatchly is built to solve.

Case study candidate

R.
West

The first live operating story—not a fabricated testimonial.

A real workflow to prove—without invented numbers.

R. West is the intended first case study. The product can be demonstrated in the sandbox today; live-Xero behaviour and measurable time savings still need to be proven in a paying customer's day-to-day operation.

No performance figures are published until they have been measured and approved.

For accountants helping manufacturers move to Xero.

“The invoice belongs in Xero—but only after we have delivered the whole order.”

Refer the client. We handle the rest.

When a client wants Xero but still needs to manage orders, split deliveries and signed proof first, Despatchly fills that operational gap. You make the introduction; we run the demo and fixed setup.

  • Five-minute sandbox for your client
  • Fixed one-day client configuration
  • No open-ended ERP project
  • Accountant referral arrangement
Open the client demo

The whole despatch workflow starts at £99 a month.

Every plan covers the complete order-to-invoice workflow. Operations adds records for staff, drivers and vehicles, plus access through Claude, ChatGPT and Copilot.

Annual billing: pay for 10 months

Workshop

For a small works office leaving spreadsheets and Word delivery notes behind.

£99

/ month

per business · excluding VAT

Office users
3 included
Plan focus
Core workflow
  • Sales orders and split consignments
  • Branded delivery notes
  • Part-delivery tracking
  • Signature proof of delivery
  • Final invoice on order completion
View Workshop in the demo

Operations

Most popular

For teams recording staff time, vehicles, drivers and delivery proof in one place.

£199

/ month

per business · excluding VAT

Office users
8 included
Plan focus
Team + MCP
  • Everything in Workshop
  • Photo evidence with each delivery
  • Employee time by work stage
  • Driver and vehicle records
  • Order labour cost from time logs
  • MCP access when released
View Operations in the demo

Factory

For larger teams that need tighter permissions, data exports and direct implementation support.

£349

/ month

per business · excluding VAT

Office users
15 included
Plan focus
Controls + support
  • Everything in Operations
  • Role-based team access
  • Operational data export
  • Reusable CSV imports for customer, product and order data (planned)
  • Named implementation contact
  • Priority support
View Factory in the demo

Bespoke integration

POA

For manufacturers that need Despatchly to exchange order or delivery data with an existing system.

  • Documented API or agreed file format
  • Customer, product and order records
  • Despatch and proof updates

Fixed scope only. Custom product features are outside this offer.

Discuss your integration

Operative access

Shop-floor and driver logins included

Additional office users

£12 per user / month

Implementation

Fixed one-day setup from £750

AI access

MCP included with Operations + Factory

Orders and consignments are not counted for billing. Monthly plans are rolling. Annual plans are billed once a year at the price of ten months. You can export your operational data if you leave. Try the permanent sandbox first.

Despatchly works with the AI agent you already have.

Keep using Claude, ChatGPT or Copilot. Once connected, an authorised user can draft an order, add an employee, record time or prepare the final Xero invoice from the chat they already have open. Despatchly applies the same permissions and order-completion checks as the app.

Design preview · Not live yet Included with Operations + Factory

The MCP uses your organisation’s own Claude, ChatGPT or Copilot subscription. We connect Despatchly during setup and show your team how to connect Xero directly. Available actions depend on your AI plan and administrator settings.

Despatchly remote MCP

mcp.despatchly.io/mcp

Claude
ChatGPT
Copilot

Spoken request

“Add PO 8814 for Harper & Sons. Split the blocks and lintels over two loads, then add Maya Patel to production.”

create_order_draft

Draft order SO-1049

Harper & Sons · PO 8814 · two planned loads

Ready for review

invite_staff_member

Maya Patel · Production

Employee login prepared with no finance access

Admin approval

prepare_xero_invoice

Final invoice for SO-1048

One of three consignments is still outstanding

Held · 2 of 3

Two changes are ready for review. The invoice remains held because one delivery is still outstanding.

Ask from

Claude, ChatGPT or Copilot

Connect through

Remote MCP + OAuth

Checked by

Roles, order state + approval

Accounting output

Xero

Questions that decide the fit.

Can't Xero already do this?

Xero remains the accounting system and receives the final invoice. Despatchly manages the operational work before that: the order, its consignments, each despatch and proof that the whole order was delivered.

Why not just edit the invoice?

An invoice is the final financial record, not a live operational plan for an order being fulfilled across several consignments. Editing it after every load creates extra handling and makes it harder to see what is still outstanding.

Does it manage our stock and purchasing?

No. If stock control and purchasing are the main problem, a stock suite such as Unleashed is the more appropriate category. Despatchly is for organising a customer order across consignments, deliveries and the final Xero invoice.

Does it plan routes or track vehicles live?

No. Despatchly manages the order, consignments, despatch hand-off and proof of delivery. It is not route optimisation or fleet-tracking software.

What do we need before setup?

A working Xero organisation, an agreed delivery workflow, clean customer and delivery details, and someone available to approve the fixed configuration.

See a whole order move in five minutes.

Laptop for the office. Phone for the driver. One sandbox order split into consignments, signed off, then made ready to invoice.

Enter the demo company

Enter a work email and we will send a private link to the working demo company.

Unlock the demo company.

Explore a complete demo order, several consignments, customer proof and the final Xero invoice step.

We will email you a private login link to a permanent company containing synthetic demonstration data.