Delivery Verification & Material Quantity Reconciliation

Description

A gate-report ANPR system provides the primary data layer — automatically logging all vehicle entries and exits, enabling cross-reference of actual delivery counts against paper dockets and supplier invoices.

Trigger

A supplier or haulier submits a delivery invoice claiming quantities the site team believes are inconsistent with what was actually received — or a routine reconciliation at month-end reveals a discrepancy.

Activity

Cross-referencing Gate Report vehicle entry/exit logs and camera recordings against paper delivery dockets and supplier invoices.

Conclusion

Delivery record verified and invoice approved, adjusted, or rejected based on the camera and Gate Report evidence.

Role detail

A gate-report ANPR system provides the primary data layer — automatically logging all vehicle entries and exits, enabling cross-reference of actual delivery counts against paper dockets and supplier invoices.

Steps (10)

1. 1A delivery invoice, docket bundle, or day-work sheet received from a supplier or haulier claiming payment for a number of deliveries or material volumes.
2. 2Site manager, QS, or logistics coordinator reviews the claimed delivery count or volume and identifies a discrepancy.
3. 3Gate Report accessed and filtered by the relevant date range, gate, and vendor/vehicle category to produce a log of all vehicle entry events for the disputed period.
4. 4Gate Report vehicle count compared against the invoiced delivery count — discrepancies noted and documented.
5. 5For deliveries where load confirmation is needed, camera recordings at the gate or delivery zone reviewed to visually confirm vehicle load status and content.
6. 6For plant and equipment hire disputes, recordings of the relevant work zone reviewed to confirm that plant was on site and operating for the claimed hours.
7. 7Discrepancy evidence (Gate Report export + relevant footage clips) compiled and presented to the supplier or subcontractor.
8. 8Supplier either confirms the error and issues a corrected invoice, or disputes the Gate Report data. In most evidenced cases, Gate Report data accepted as definitive.
9. 9Corrected invoice approved and adjustment recorded in the cost management system.
10. 10Gate Report and footage archive retained as part of the project's payment audit trail.

Evidence (3)

• “We manage to save €100k in contractor over-charges.”

  Anonymized evidence record 18.1

• “Subcontractors claimed that they had delivered tables to site. We were able to see that they did not deliver any tables.”

  Anonymized evidence record 18.2

• “Reports on productivity — how many trucks come into the site, any missing dockets. Any invoices too high.”

  Anonymized evidence record 18.3

ROI model — Template E

Evercam provides visual evidence that resolves or prevents disputes with subcontractors, suppliers, and clients. Saving from faster resolution, avoided escalation, and prevented overcharges.

saving = (disputes_avoided_pct × disputes_per_year × avg_resolution_cost) + (overcharges_prevented_per_year × avg_overcharge_value)

Notes

Operates at two frequencies: (a) routine/periodic reconciliation — a daily or weekly check (GMC Utilities model); (b) triggered investigation.

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