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Equipment delivery checklist template

A goods-in checklist for installers taking delivery of project equipment such as panels, inverters, batteries and chargers: check it against the order, record shortages, damage and serials, and where it's stored.

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5
Sections
25
Fields
11
Field types

What should an equipment delivery checklist include?

An equipment delivery checklist should record the project, supplier, purchase order and delivery note; the carrier and date; pallet and package count and condition; each item checked against the order for quantity, model and serial; any shortage, wrong item or damage with photos; where the goods are stored; and who received them, with a signature.

Last updated .

Who uses it

Warehouse staff, site supervisors or engineers receiving equipment for a client project, at the warehouse or direct to site.

When

Every time a delivery arrives for a project, before the driver leaves if possible, and before any item is moved to the install area.

In Integrio

Build it once in the Form Builder (Office User), attach it to projects, and your team fills it in on iOS or Android, offline if needed.

IntegrioFree template · integrio.app/forms/equipment-delivery-checklist/

Equipment delivery checklist template

A goods-in checklist for installers taking delivery of project equipment such as panels, inverters, batteries and chargers: check it against the order, record shortages, damage and serials, and where it's stored.

Project
Site
Completed by
Date

The template

What's in the equipment delivery checklist?

5 sections and 25 fields. Copy them into any format, print this page, or set the form up in Integrio.

  1. 1.Delivery details

    1. 1.1

      Project and siteRequired

      Text
    2. 1.2

      SupplierRequired

      Text
    3. 1.3

      Purchase order numberRequired

      Text
    4. 1.4

      Delivery note numberRequired

      Text
    5. 1.5

      Carrier

      Text
    6. 1.6

      Date receivedRequired

      Date
    7. 1.7

      Delivered toRequired

      • Our warehouse
      • Site store
      • Direct to install area
      • Client's goods-in
      Choose one

  2. 2.Packaging and condition

    Check before signing the carrier's paperwork.

    1. 2.1

      Pallets or packages expected(packages)

      Reading
    2. 2.2

      Pallets or packages receivedRequired(packages)

      Reading
    3. 2.3

      Outer packaging conditionRequired

      • Good
      • Minor marks
      • Crushed or torn
      • Wet
      • Pallet broken or panels shifted
      • Tilt or shock indicator triggered
      Choose one
    4. 2.4

      Photo of the delivery as it arrivedRequired

      Pallet, labels and any visible damage, before unwrapping.

      Photo
    5. 2.5

      Signed for asRequired

      • Received in good order
      • Signed as unchecked
      • Signed with damage noted
      Choose one

  3. 3.Items against the order

    Open and check every line, not just the box count.

    1. 3.1

      Line checksRequired

      CheckYesNo
      Quantities match the delivery note○○
      Delivery note matches the purchase order○○
      Models and part numbers correct○○
      Mounting kits, connectors, cables and accessories included○○
      Items undamaged once unpacked○○
      Checklist grid
    2. 3.2

      Serial numbers recorded

      Upload a photo or list of serial labels (panel flash lists, inverter, battery and charger serials), or record serials on each product.

      File upload
    3. 3.3

      Everything received as ordered?Required

      • Yes
      • No
      Yes / No

  4. 4.Discrepancies

    1. 4.1

      Problem type

      ↳ Shown when “Everything received as ordered?” is No

      • Short delivery
      • Over delivery
      • Wrong item
      • Damaged item
      • Missing paperwork
      Choose any
    2. 4.2

      Items and quantities affected

      ↳ Shown when “Everything received as ordered?” is No

      Notes
    3. 4.3

      Photos of damage or wrong items

      ↳ Shown when Problem type includes Damaged item or Wrong item

      Photo
    4. 4.4

      Supplier notified

      Check your supplier's and carrier's deadline for reporting damage.

      ↳ Shown when “Everything received as ordered?” is No

      Date
    5. 4.5

      Impact on the install

      ↳ Shown when “Everything received as ordered?” is No

      • None
      • Can start, item needed later
      • Blocks the install
      Choose one

  5. 5.Storage and receipt

    1. 5.1

      Stored atRequired

      e.g. warehouse bay 4, site compound, locked container.

      Text
    2. 5.2

      Stored to the manufacturer's instructions

      e.g. panels flat and dry, batteries within the stated temperature range.

      • Yes
      • No
      Yes / No
    3. 5.3

      Labelled with project and install locationRequired

      • Yes
      • No
      Yes / No
    4. 5.4

      Received byRequired

      Text
    5. 5.5

      SignatureRequired

      Signature

Equipment delivery checklist from Integrio, free to use and adapt. Run it on phones, offline, with photos and signatures: integrio.app · Free 7-day trial, no credit card required.

Use this template in Integrio →Download PDF

From the field

How do you get the most from a equipment delivery checklist?

01

Count boxes before the driver leaves

If the count is short or the pallet is crushed, note it on the carrier's paperwork. Signing clean and complaining later rarely works.

02

Check the delivery note against your PO

The delivery note tells you what the supplier sent, not what you ordered. Short lines often show up only against the purchase order.

03

Unbox the small parts

Mounting clamps, connectors and comms cards are what's usually missing, and they're what stops the install on the day.

04

Label it for the location, not the job

Mark each pallet with the roof, building or car park it's going to. Kit stored by project ends up on the wrong site by the second week.

Frequently asked questions

What do people ask about the equipment delivery checklist?

Ask our team →

Is this equipment delivery checklist free?

+

Yes. Use the fields on this page on paper, in a spreadsheet, or in Integrio, where deliveries are checked in against the project from a phone.

What should I do if a delivery is damaged?

+

Photograph it before unwrapping, note the damage on the carrier's paperwork, record the affected items on the checklist, and report it to the supplier straight away. Deadlines for reporting damage vary between suppliers and carriers, so check their terms.

Should serial numbers be recorded at delivery?

+

Where you can, yes. Recording serials at goods-in ties each item to the order and makes install, handover and warranty claims easier. If boxes stay sealed until install, record serials then instead.

How does Integrio track deliveries?

+

Delivery schedules in Integrio track incoming and outgoing items for a project, flag incomplete orders, and let you check items in by scanning their QR code. With ERP integration, purchase orders can be imported to create the delivery schedule.

How do I use this template in Integrio?

+

Build it in the Integrio Form Builder on the Office User plan (£65 per user per month), where delivery schedules and product management also sit. Whoever receives the goods can complete it and scan QR codes in the mobile app on the Field Service User plan (£15), offline if needed.

Go deeper

Related guides and templates.

SolutionEquipment Tracking in Integrio→FeatureProduct management and delivery schedules→SolutionInstallation management software→FeatureERP integration for purchase orders→TemplateInstallation checklist→SectorIntegrio for renewables and EV installers→TemplateDelivery schedule template→TemplateG99 application checklist→

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