Licious · Fresh protein supply chain
Procurement execution and GRN management across perishable supply chains — seafood, meat, and fresh produce — at high volume.
Result
3× improvement
in order-to-vendor mapping accuracy
The GRN is the most important step in three-way matching — and the one most enterprises get wrong. Invoices sit in AP queues because someone in the warehouse has not yet logged the receipt. Payments are delayed. Discounts are lost. Vendors call. Hubler eliminates the timing gap — capturing goods receipt at the moment of delivery via mobile app, ERP integration, WMS, delivery challan OCR, or ASN, and connecting it in real time to three-way matching before any invoice is approved for payment.
Procurement execution and GRN management across perishable supply chains — seafood, meat, and fresh produce — at high volume.
Trusted by India's fastest-growing enterprises
You invested in e-procurement. Your purchase orders are digital. Your invoices arrive via portal or email. Your AP matching is automated. And then everything stops — because the GRN has not been created yet.
The receiving team is at the dock. The GRN lives in the ERP. The invoice is already in the AP queue. And the AP team is chasing the warehouse.
This is the GRN gap. It happens at companies of every size, in every industry. And it is costing more than most enterprises have ever calculated.
The invoice arrives on-terms. The supplier expects payment within 30 days. But the invoice sits in a hold queue for two or three days while someone creates the GRN — consuming the early payment discount window and damaging the vendor relationship.
When the GRN is created hours after delivery, from memory or from the supplier's delivery note rather than from a physical inspection, accuracy degrades. Quantities may be estimated. Discrepancies are forgotten. The GRN that should be the control becomes the cause of the problem.
Goods do not enter the inventory system until the GRN is confirmed. Late GRNs mean inventory shows materials as unavailable when they are physically in the warehouse — triggering false stockout alerts, unnecessary replenishment orders, and rejected orders for products that are on the shelf.
Short deliveries, damaged goods, and quality failures need to be documented at the point of receipt — not discovered when the invoice does not match. When GRNs are created late, the evidence of what actually arrived is gone. The discrepancy surfaces as an invoice mismatch with no audit trail to support it.
In a network of stores, dark stores, warehouses, or manufacturing plants, goods are received at hundreds of locations simultaneously. There is no mechanism for centralised visibility into GRN creation status — the AP team at HQ cannot see which locations have GRNs and which do not.
A Goods Received Note (GRN) is an internal document created by the buyer's receiving team to confirm that goods delivered by a supplier have arrived in the correct quantity, quality, and condition. It is created after physical inspection of the delivery — not when goods are dispatched, and not when the invoice arrives.
The GRN is the bridge between the physical delivery and the financial settlement. Without it, three-way matching cannot happen — and without three-way matching, enterprises cannot verify that they are paying only for goods they actually received.
In most enterprises, the invoice arrives first. The GRN follows — hours or days later. Every hour between invoice arrival and GRN creation is time the invoice spends in a hold queue that should not exist.
Every enterprise receives goods differently. A store manager photographs a delivery challan on WhatsApp. A warehouse team logs receipt in SAP. A supplier emails a PDF packing list. A key vendor sends an ASN the night before delivery. Hubler supports every GRN source — connecting them all to the same three-way matching engine and the same audit trail, without requiring receiving teams to change how they work.
Receiving team uses the Hubler mobile app on iOS or Android at the point of delivery. PO is pulled up by scanning a barcode or entering a PO number. Items confirmed line by line — quantities, condition, batch codes, expiry dates — with photo evidence of any discrepancies. Temperature recorded for cold chain deliveries. GPS confirms the correct delivery location. GRN created in real time, connected to AP immediately. Works offline where connectivity is limited — syncs when connection is restored.
Item, quantity received, condition, batch code, expiry date, temperature (for perishables), photo evidence, location, receiving team member, timestamp.
GRNs already created in SAP (MIGO), Oracle (PO Receipt), Microsoft Dynamics, or NetSuite are retrieved automatically via bidirectional integration. No duplicate entry. Existing ERP goods receipt workflows preserved — Hubler reads the confirmed GRN and connects it to the matching engine.
SAP S/4HANA · Oracle Fusion · Microsoft Dynamics 365 · NetSuite · Tally
Warehouse management system receipt confirmations are ingested via API. When the WMS confirms a put-away or goods acceptance event, Hubler creates the corresponding GRN automatically — without requiring the warehouse team to interact with a separate system.
REST API · Webhook · EDI integration patterns
The supplier's delivery challan — the document commonly used for goods movement under GST, including Rule 55 cases — is photographed or scanned on arrival. In Indian enterprise operations, the photograph is often taken on a smartphone and sent via WhatsApp. Hubler receives delivery challan photographs through three routes: the Hubler mobile app's document capture function, the Hubler WhatsApp Business integration, or email forwarding to a configured inbox.
Hubler's document intelligence layer extracts PO reference, supplier GSTIN, HSN codes, items, quantities, batch codes, and delivery details automatically. Each extracted field is confidence-scored — high-confidence fields proceed automatically, low-confidence fields are flagged for receiving team review before the draft GRN is created. Receiving team confirmation takes one tap for a clean delivery, a few taps to note discrepancies.
Particularly valuable in India — the delivery challan is ubiquitous, already being photographed by receiving teams, and carries GST-relevant data that supports Input Tax Credit documentation. Hubler converts this existing behaviour into structured GRN data without requiring any process change.
PO number · HSN code · Item descriptions · Quantities · Supplier GSTIN · Challan number · Delivery date · Batch references · Vehicle/transporter reference
GST benefit: Supplier GSTIN and HSN codes captured at GRN support Input Tax Credit documentation and maintain the GST audit chain.
In Indian enterprise operations, WhatsApp is not a consumer messaging app — it is an operational communication layer. Delivery confirmations, delivery challan photographs, and receipt notes flow through WhatsApp every day across retail stores, dark stores, and field locations.
Hubler's WhatsApp Business integration receives delivery documentation directly from receiving teams — no need to open a separate app, no need to change existing communication habits. A photograph of the delivery challan sent to the configured Hubler WhatsApp number enters the document intelligence pipeline automatically.
The flow: photograph taken → sent to Hubler WhatsApp number → OCR extraction runs → PO matched → draft GRN created → confirmation link sent back to the receiving team member → confirmation submitted → GRN live in AP system.
For locations that are not yet using the Hubler mobile app, the WhatsApp channel provides immediate GRN capability without any training or device requirement beyond what staff already use.
Delivery challan data via OCR · Receiving team identity (WhatsApp sender) · Timestamp · Any notes included in the WhatsApp message
Signed proof-of-delivery documents — uploaded via mobile, emailed, or submitted through the vendor portal — are processed via document intelligence. Key fields extracted, matched to open POs, and a draft GRN created for confirmation. Discrepancies between the signed POD and the PO are flagged before the GRN is confirmed.
Suppliers with ASN capability submit advance shipping notices before delivery — hours or days in advance. Hubler ingests the ASN, pre-populates a pending GRN against the corresponding PO, and has it ready on the receiving team's device when the goods arrive.
When the delivery arrives, the receiving team's task is verification, not data entry. They confirm quantities against the pre-populated record, note any discrepancies between the ASN and what actually arrived, and submit. The GRN is created in minutes rather than from scratch. Discrepancies between the ASN and actual delivery are automatically flagged for supplier follow-up.
ASN processing can significantly reduce receiving time at high-volume locations because item descriptions, quantities, batch codes, and expiry dates are already populated from the supplier's dispatch data — converting receiving from a data entry exercise into a verification task.
EDI 856 (ASN) and EDI 861 (Receiving Advice) messages ingested through configured integration patterns. Supplier EDI capability is mapped during implementation and connected to the GRN workflow without requiring changes to existing supplier EDI processes.
EDI 856 · EDI 861 · EDIFACT DESADV · Custom formats via mapping
Delivery documentation received as email attachments — PDFs, scanned documents, or image files — is extracted automatically via document intelligence. Items, quantities, and references identified and matched to open POs. Draft GRN created for receiving team review and confirmation.
Hubler also handles combined Tax Invoice cum Delivery Challan documents — the single document format used by many Indian suppliers that serves as both proof of delivery and invoice. Hubler's document intelligence identifies these dual-purpose documents and routes the delivery data to GRN creation simultaneously with routing the invoice data to the three-way matching engine. One document. Two workflows. No manual split.
Each extracted field is confidence-scored before the draft GRN is created. Low-confidence extractions are flagged for review — preventing incorrect data from entering the AP workflow.
For Indian enterprise retailers, dark stores, and distribution networks, the WhatsApp-to-GRN flow is the most operationally significant channel — because it requires zero change to existing receiving behaviour.
Store manager or receiving team member receives the goods.
Photograph taken on any smartphone — the same photograph that would normally be sent to the procurement WhatsApp group.
Sent to the configured Hubler WhatsApp Business number. (Alternatively: captured in the Hubler mobile app.)
Legibility checked — if the photo is too dark or blurred, an automatic reply requests a retake before processing continues.
Supplier GSTIN · Challan number · HSN codes · Items · Quantities · Batch codes · Delivery date extracted automatically. Confidence score assigned to each field.
Receiving team member receives a confirmation link: "GRN draft ready for [Store 247] — PO #4471 — 6 items. All quantities pre-filled. Please confirm or correct." Receiving team member follows the link to review and confirm. Any discrepancy corrected before the GRN is submitted.
Confirmed GRN immediately available for three-way matching. Audit trail records: original image · extraction data · confidence scores · receiving team confirmation · timestamp.
The value of GRN automation is only realised when the GRN is connected in real time to the invoice matching engine. Hubler connects every GRN source — regardless of channel — to the same three-way matching workflow.
One exception does not hold up fifty clean invoices. Hubler routes every exception to the right resolution owner with full context, a defined SLA, and automatic escalation if the SLA is missed.
The GRN is a financial control document. Financial controls only work if they are auditable. Hubler logs every event in the goods receipt and invoice matching lifecycle automatically — without manual documentation effort.
The delivery challan — the document commonly used for goods movement under GST, including Rule 55 cases — is extracted automatically by Hubler's document intelligence layer. In India, delivery challans are photographed and shared via WhatsApp as standard practice. Hubler's WhatsApp Business integration receives these photographs directly and converts them into structured GRN data — PO reference, HSN code, items, quantities, supplier GSTIN, and challan number — without requiring receiving teams to change their existing communication behaviour.
Under GST, Input Tax Credit can be claimed only for goods actually received. The GRN is the internal evidence of receipt. Hubler's GRN records provide the documentation trail that supports ITC claims — linking the supplier's tax invoice to the confirmed goods receipt.
The e-Way Bill governs goods in transit. The GRN is created by the buyer after the goods arrive and are inspected. Hubler's document intelligence can read the e-Way Bill reference from delivery documentation and link it to the corresponding GRN for complete audit traceability.
"My team spends significant time chasing GRNs from the warehouse so we can process invoices. We lose early payment discounts because invoices sit in hold queues waiting for receipt confirmation that should have been created at the dock."
GRN created at the point of delivery via mobile app — connected in real time to three-way matching. No chasing. No hold queues. Early payment discounts captured systematically.
"Our GRNI accruals at period end are unreliable because GRNs are created late. We have audit queries every year about whether we have recognised all goods-received liabilities. And we occasionally discover we have paid for goods we never received."
Timely GRN creation connected to GRNI accruals automatically. Three-way matching on every invoice before payment — so you pay only for goods confirmed as received. Complete audit trail for every goods receipt and payment.
"My team receives goods at the dock and logs them in the WMS. But Finance is always chasing us for GRNs in a different system. We end up doing the same job twice in two different places."
GRN creation from the WMS directly — no second system, no duplicate entry. Or mobile app at the dock for locations without WMS terminals. One action creates the receipt confirmation that both operations and finance need.
"I have a queue of invoices I cannot process because I am waiting for GRNs. I spend a significant portion of my day chasing receiving teams, updating invoice status, and explaining to vendors why their invoices are on hold."
Real-time GRN status visible in the AP dashboard — I can see which invoices are waiting for GRNs, which locations have not yet confirmed receipt, and which exceptions need resolution. The chase work disappears.
Hubler does not replace your ERP or WMS. It fills the gap between the receiving dock and the AP workflow — reading GRN data from any source and writing confirmed payment records back to your system of record automatically.
GRN management is Stage 4 of the Procurement Execution Loop — connected upstream to PO generation and downstream to invoice matching and payment.
Explore full Procurement Execution →Every GRN confirmed in Hubler feeds directly into the three-way matching engine — PO, GRN, and invoice compared at line level before any payment is approved.
Explore Three-Way Matching →GRN management is governed by Hubler's AI Agent Orchestration Layer — approvals, human-in-the-loop controls, audit trails, and role-based permissions built in at every step.
Explore AI Agent Orchestration →Your receiving locations, your ERP, your supplier base, your delivery documentation. We will show you exactly how Hubler captures GRNs at point of delivery and connects them to three-way matching in your environment — in 30 minutes.