Digital delivery notes: how to (almost) completely eliminate paper in 2026
The delivery note remains mandatory in 2026, but it no longer needs to be on paper. Here is how the digital workflow functions with electronic signatures, e-Transport identifiers, and B2B portal confirmation.
Cosmin Boruz — EDI Specialist & Helpdesk Lead · 2026-05-22 · 7 min · Logistics
The delivery note — it cannot be eliminated, but it can be digitised
The delivery note is the mandatory document (regulated in Romania by OMFP 2634/2015) that justifies the movement of goods between two points before an invoice is issued. It is required for internal stock transfers, deliveries without immediate invoicing, consignment stock, returns, or shipping for repairs/processing.
Many operators believe they can replace it entirely with the invoice or an e-Transport declaration. False. The delivery note remains a mandatory internal document, presentable during roadside inspections and to the tax authority. What has changed in 2026 is its format — there is no longer a need for carbon-copy paper in triplicate.
What the legislation allows in 2026
A delivery note in electronic format (digitally signed PDF) is accepted, provided:
It contains all mandatory fields (name, number, date, supplier, recipient, goods, transport details)
It carries a qualified electronic signature from the sender
It can be presented during inspections (smartphone, tablet) and verified (QR code, tax authority portal status for UIT)
It is digitally archived for at least 10 years
In practice, during roadside checks, authorities usually still request a physical printout — a hybrid solution: automatic printing upon shipment marking + digital archive + electronic signature on both versions.
Complete digital flow with Azuvio
Azuvio WMS generates the delivery note as an automated side-effect of picking confirmation. The steps:
1. Picking confirmed on mobile terminal (SSCC pallet scan, verified quantities)
2. Automatic data aggregation: supplier (from company profiles), recipient (from B2B/OMS order), goods + quantities (from picking), transport (from logistics planning)
3. e-Transport XML generation if applicable (>500kg, >10,000 RON, Annex 1 goods, or intra-community) → UIT code received in <30 sec from the tax authority portal
4. Delivery note PDF generation featuring: integrated UIT, verification QR (linking to tax authority status), supplier electronic signature (eIDAS qualified), automatic numbering from series
5. Printing 1 copy for the driver (roadside inspection), instant digital archiving
6. Automatic notification to the recipient via the B2B portal: «delivery en route with delivery note X and UIT Y, ETA Z»
Digital reception at the destination
Upon arrival, the recipient:
Scans the QR code on the delivery note with a phone (or B2B portal reader)
Automatically sees expected vs. actual content
Confirms reception with an electronic signature on tablet/phone (simple eIDAS)
The system automatically generates the Goods Received Note (NIR) in the recipient's WMS
Any discrepancies (quantity, quality) are logged with photos
Zero paper circulates between parties, except for the driver's copy for roadside inspection.
Integration with DESADV/ASN and EDI
For retailers requiring EDI (Carrefour, Lidl, Kaufland, Auchan), the digital delivery note is complemented by a DESADV message sent via EDI before the truck arrives. The retailer scans the SSCCs at the loading dock, confirms them electronically, and issues a RECADV. The physical delivery note becomes a mere formality for road transport — all real traceability is digital. See the EDI pillar.
Measurable benefits
A distributor with 1,200 delivery notes/month switched to the Azuvio digital flow. Results after 12 months:
Paper usage: reduced from ~3,600 sheets/month to ~1,200 (driver copy only)
Document generation time: from 4-6 min to <30 sec (automatic upon picking confirmation)
Transcription errors: from 4% to <0.3%
Reception claims: 62% decrease (complete clarity via QR + B2B portal)
Physical archiving cost: eliminated (digital archive in Azuvio Document Hub)
Conclusion
The delivery note remains mandatory, but it no longer has to be a paper-based operational bottleneck. Digitised at the source (WMS), enriched with e-Transport data, and verifiable via QR, it becomes a document that generates itself and archives itself. See the Full Tax Authority Compliance Hub, Azuvio WMS, and the delivery note glossary.