Digital Delivery Note System for Equipment Hire and Tracking

Overview

OneBigStar, a specialist provider of production, lighting, and staging equipment, approached Varciti with a challenge: their paper-based delivery note system was becoming inefficient and error-prone as their business grew. They needed a digital platform that could not only log deliveries but also support temporary hire tracking, allow for photo documentation, customer signatures, and generate professional delivery notes that could be automatically sent to clients.

The solution needed to be mobile-friendly, easy to use on-site, and fully integrated with their Microsoft 365 environment for both data security and accessibility.

Overview

• Replace the outdated manual paperwork process with a modern digital system
• Log and track delivery notes by client, including itemised lists and hire start/end dates
• Enable on-site capture of delivery photos and customer signatures
• Automatically generate and email PDF delivery notes to clients
• Provide secure, cloud-based access to historic delivery records for audits and internal reference

Our Solution

Varciti designed and implemented a custom application and database suite within Microsoft 365, leveraging Power Apps, SharePoint, and Power Automate to create a powerful and intuitive solution.

1. Cloud-Based Delivery Note App

• Developed a mobile-ready application using Microsoft Power Apps
• Allowed users to select a client, input delivery details, record hire start/end dates, attach photos, and collect digital signatures on-site
• All data is stored securely within SharePoint Online, ensuring real-time syncing and cloud backup

2. Automated Documentation and Communication

• On completion, each delivery note is converted to a professionally formatted PDF document
• PDFs are automatically emailed to the client, confirming the delivery and saving administrative time
• Delivery records, photos, and signatures are archived in Microsoft 365, easily retrievable for future reference

3. Hire Equipment Tracking

• Temporary hire items are logged with precise start and end dates
• This feature helps OneBigStar manage inventory availability and return schedules with greater accuracy

4. Custom Reporting and Searchability

• Users can search and filter delivery notes by client, date, or equipment
• Provides a clear audit trail and supports management reporting and customer queries