Key takeaways
- A despatch advice confirms an order has been picked, packed, and handed off for delivery — it's distinct from an invoice and from proof of delivery.
- Despatch advice automation generates and sends that record the moment an order is dispatched, instead of someone typing it up after the fact.
- The main win isn't speed alone — it's removing the manual re-entry step where details get transposed or dropped.
- A full automated flow issues a despatch advice at the start of the delivery and proof of delivery at the end, both attached to the same order record.
In this article
A despatch advice (also written "dispatch advice") is a notification confirming that an order has been picked, packed, and handed off for delivery — listing what was sent, to whom, when, and by which driver or vehicle. Despatch advice automation replaces the manual creation of that document with a system that generates and sends it automatically the moment an order is dispatched, instead of relying on someone to type it up separately.
In a lot of operations, this is still a manual step: a printed slip, a copied email template, or a line added to a spreadsheet after the fact. It works, but it's slow, and it's exactly the kind of repetitive data entry where a digit gets transposed or a line gets skipped under pressure.
What a despatch advice actually contains
- Sender and receiver details (name, contact, addresses).
- A description and quantity of the item(s) dispatched.
- The dispatch timestamp — when the order actually left origin.
- The driver or vehicle assigned to the delivery.
- An expected delivery window or ETA.
- A reference or order number that ties the record to the rest of the order lifecycle.
Why despatch advice is still manual in a lot of operations
Despatch advice predates most modern dispatch software — it comes from a paper-based era of warehouse and courier operations, and a lot of businesses have simply digitized the paper version without automating it: an email template someone fills in by hand, or a spreadsheet row added after a driver leaves. That's still manual work, even if it's on a screen instead of paper.
What despatch advice automation actually changes
- The record is generated automatically the moment an order is assigned to a driver — not typed up afterward.
- Manual re-entry errors drop out almost entirely, because the same order data that created the delivery also creates the despatch advice.
- The receiving party or customer can get the record instantly, rather than waiting on someone to send it.
- It becomes a searchable digital record instead of a paper trail or scattered email thread.
Despatch advice vs. proof of delivery: what's the difference
The two are related but not the same thing — a despatch advice confirms goods left origin; proof of delivery confirms goods arrived at destination. A fully automated flow issues both, tied to the same order record: the despatch advice fires when the driver is assigned and the order leaves, and proof of delivery — a code, signature, or timestamped photo — attaches automatically once the delivery is confirmed at the other end.
| Despatch advice | Proof of delivery | |
|---|---|---|
| When it's issued | At dispatch — when the order leaves origin | At delivery — when the order reaches its destination |
| What it confirms | What was sent, to whom, and by whom | That the item actually arrived, and who received it |
| Typical format | Structured record: item, receiver, driver, timestamp | Delivery code, signature, or timestamped photo |
How Traksend automates despatch advice
When an order is assigned to a driver in Traksend, a structured despatch record is generated automatically — sender, receiver, item detail, and a QR-linked reference for the parcel — and sent out over WhatsApp or SMS without anyone typing it up separately. As the delivery progresses, proof of delivery is captured and attached to the same order record automatically at the final stop, and at every stop on a multi-stop run, not just the last one. Dispatchers can see both records — despatch advice and proof of delivery — from one dashboard, with a full timestamped history per order.
Rolling out despatch advice automation
- 1. Map your current despatch advice process — is it a template, a spreadsheet, or genuinely nothing formal at all?
- 2. Identify where manual re-entry happens between order creation and the despatch record being issued.
- 3. Choose dispatch software where the despatch advice is generated from the same order data used to assign the delivery, not a separate manual step.
- 4. Confirm it covers multi-stop runs — a despatch advice per stop, not one blanket record for the whole trip.
- 5. Pair it with automated proof of delivery so the full order lifecycle — dispatch to delivery — is one connected digital record.
Frequently asked questions
What is a despatch advice?
A despatch advice is a record confirming an order has been picked, packed, and handed off for delivery — listing what was sent, to whom, when, and by which driver or vehicle.
Is a despatch advice the same as an invoice?
No. An invoice is a billing document requesting payment; a despatch advice confirms that goods have physically left for delivery. They're often generated around the same time but serve different purposes.
Does despatch advice automation help reduce delivery disputes?
Yes — because the record is generated automatically from the same order data used to dispatch the delivery, there's a consistent, timestamped account of what left, when, and with whom, which reduces disputes over what was actually sent.
Do I need despatch advice automation if I already have proof of delivery?
They cover different ends of the delivery. Proof of delivery confirms arrival; despatch advice confirms departure. Having both, tied to the same order record, gives a complete picture rather than just one half of it.
Can despatch advice automation work for 3PL operations with multiple providers?
It should — a platform built for 3PL coordination will generate and store despatch records consistently across partner providers, rather than only working for a single, directly-managed fleet.