Supply Chain Portal for Refinery Dispatch and Invoice Clearance
Kissflow gives procurement, logistics, and external shippers one portal to coordinate dispatch, confirm delivery, and clear invoices for refining operations, so a shipment's status and its payment status stop living in two systems that never talk to each other.
Trusted by energy operators worldwide
A truck that left the yard is not the same as a delivery anyone can actually confirm.
Refinery logistics runs through more external parties than most internal systems are built to handle: contract shippers, transport partners, and receiving sites that all need visibility into the same shipment. Today that usually means a phone call to confirm a dispatch happened, an emailed photo as proof of delivery, and an invoice that arrives on its own timeline, disconnected from whether the delivery it's billing for was ever actually confirmed. Payment gets released, or held, based on whoever remembers to check. Kissflow's Supply Chain Portal gives every external partner a role-scoped way into the same shipment record. A shipper is onboarded once and dispatches from there forward without a fresh round of paperwork each time. Delivery confirmation and proof of delivery upload directly against the shipment, not as a separate email attachment. An invoice submits against that same confirmed delivery, and clearance only happens once the linked delivery is verified, closing the gap between what shipped, what arrived, and what gets paid. Everyone involved, procurement, logistics, and the shipper, sees the same status instead of three different stories.
Where shipment and invoice coordination breaks down with external partners
Dispatch confirmation is a phone call
Whether a shipment actually left the yard depends on whoever picked up the phone that day.
Proof of delivery is an email attachment
A photo gets emailed in, filed somewhere, and disconnected from the shipment it belongs to.
Invoices arrive disconnected from delivery
An invoice shows up on its own timeline, with no automatic link to a confirmed delivery.
Payment release depends on manual checking
Someone has to manually confirm a delivery happened before an invoice is cleared for payment.
Six modules. From dispatch to a cleared invoice, in one shared portal.
Configure partner roles and clearance rules per shipper or delivery site.
Partner Onboarding Interface
A shipper or transport partner is onboarded once, with role-scoped access into the portal from there.
Dispatch & Delivery Tracker
Every dispatch and delivery event is logged and visible in real time to every party involved in the shipment.
Proof of Delivery Upload
Delivery confirmation and photo proof upload directly against the shipment record, not a separate email.
Invoice Submission Portal
A shipper submits an invoice directly against the confirmed delivery record it's actually billing for.
Invoice Clearance Tracker
An invoice clears only once the delivery it's tied to is verified, closing the gap to final payment.
Role-Based Partner Access
Each external partner sees only the shipments and invoices that are scoped to their own assigned role.
From request to system of record in four steps
Submit
A shipment is logged and dispatched, visible immediately to every party in the portal.
Review
Delivery is confirmed with proof of delivery uploaded directly against the shipment.
Approve
The shipper submits an invoice tied to that confirmed delivery, and it clears once the linked delivery is verified.
Record
The cleared invoice closes the loop to payment on one record, so a shipment's status and its payment status no longer live in two systems that never talk.
What changes when shipment and invoice coordination runs on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Dispatch confirmation | A phone call to whoever's available | Logged in the portal, visible to every party |
| Proof of delivery | An emailed photo, filed separately | Uploaded directly against the shipment record |
| Invoice submission | Arrives on its own timeline, disconnected | Submitted against the confirmed delivery |
| Invoice clearance | Cleared after manual, ad hoc checking | Cleared only once delivery is verified |
| Partner access | Full inbox access or none at all | Role-scoped access to just their own shipments |
| Status visibility | A different story from each party | One shared status for procurement, logistics, and the shipper |
Connects to your ERP for the financial ledger; Kissflow does not replace it
Kissflow runs the shipment and invoice-clearance collaboration layer with external partners. Your ERP stays the system of record for payment and financial transactions.
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Built for external collaboration, not just internal tracking
One shared status, not three stories
Procurement, logistics, and the shipper all see the same dispatch and delivery status.
Payment tied to a verified delivery
An invoice clears only once the delivery it's billing for is actually confirmed.
External partners without full system access
A shipper gets role-scoped access to their own shipments, not a login into internal systems.
Live in weeks
Configure partner roles and invoice-clearance rules in the visual builder, or describe the use case to the AI Builder.
Governed from day one
Role-based access and a full audit trail on every shipment and invoice.
Built for external collaboration
Shippers and transport partners work in the same portal as your internal teams.
Related apps
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Invoice Processing App
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Inbound Logistics Exception & Freight Claim Management System
From dock exception to resolved freight claim, in one workflow
We help refining operations connect a confirmed delivery to a cleared invoice
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Talk to usGot questions? We're here to help.
Get SupportA portal where procurement, logistics, and external shippers coordinate dispatch, delivery confirmation, and invoice clearance for refining operations.
Yes, shippers and transport partners get role-scoped access limited to their own shipments and invoices.
Yes, delivery confirmation and photo proof upload directly against the shipment instead of an email attachment.
Yes, an invoice clears only once the delivery it's tied to is verified.
That app focuses on the dispatch-acknowledgment step itself. This portal covers the full cycle from dispatch through invoice clearance with external partners.
No. It stays the system of record for payment and financial transactions; Kissflow runs the collaboration layer with external partners on top of it.
Configuration and AI-assisted app generation move delivery from a multi-month program to a matter of weeks.
Kissflow is certified to SOC 1, SOC 2, SOC 3, and ISO/IEC 27001, with role-based access and a full audit log on every record.
