How to Manage Cannabis Deliveries by Email

The Basics

You can run your day-to-day procurement work through one email address and manage cannabis deliveries by email from start to finish. Behind that inbox is ShelfiQ, our AI that handles invoices, delivery records, and confirmations on your behalf. You don't need to open the portal for any of it.

• Send to: ap@yourshop.shelfspace.pro (your team's dedicated AP inbox)
• From: any address on your dispensary's email domain — we recognize you by your email
• Reply in the same thread to keep working on the same delivery. We track the conversation by Gmail thread and the DEL-XX tag in the subject line.
• Your first email gets a DEL-XX number back. That's the delivery's permanent ID. Every reply in the same thread updates that delivery.

Create a Delivery — Attach the Vendor Invoice

Forward the vendor's invoice PDF to your AP inbox. We parse the PDF (vendor, invoice number, line items, total), match it to an existing vendor in our system, create a delivery in Ordered status, and reply with DEL-XX created — $X,XXX.XX.

If the vendor isn't recognized, we ask. Reply with the correct name (e.g., "That's Cypress Holdings") and we link it for you so future invoices match without us asking again. If it's a brand-new vendor, reply with the legal business name and we'll create the vendor record and the delivery in one move.

Update Delivery Details

Reply in the same thread with corrections. Examples:

• "The delivery date is now Tuesday 5/5"
• "Updated invoice attached" (attach the revised PDF)
• "Package count should be 12"
• "New invoice number is INV-228491"

We confirm every change.

Add Notes for the Receiving Team

When you have information your dock crew needs to see when they unload the order, just say so in the thread:

ShelfiQ pins the note to the delivery's procurement-notes panel and tags it with the date and your name ([05/05/2026 — Sam]). Whoever receives the order sees it prominently before they confirm. Skip pleasantries (thanks, ok) — those don't get recorded as notes.

Attach Supporting Documents

Reply with COAs, manifests, or pricing sheets attached. Tell us what each one is:

We file them on the delivery so the receiving team can preview them on the dock. See METRC Compatibility for how manifests fit alongside METRC transfers.

Check What's Missing

Ask in the thread:

We tell you whether the COA, manifest, delivery date, or anything else is still outstanding.

Replace the Invoice with a Corrected Version

If the vendor sends a revised invoice, attach it in the same thread and tell us to re-parse:

We replace the PDF, re-extract line items, and update the order amount. The original invoice stays on file in the activity log.

What You'll Get Back

• On creation: "Delivery DEL-227 has been created — $4,217.50."
• On a question: ShelfiQ replies in the same thread, plain text, with the answer pulled from your live data.
• When the order arrives at the warehouse: you and any other buyer on the team get a receipt-confirmation email in the same Gmail thread — date received, who received it, package counts, and any discrepancies the dock crew flagged. That closes the loop without you opening a portal.

Examples

Creating an order

Adding a note in reply

Receipt confirmation (we send this when the dock crew confirms)

From: Yourshop AP
Subject: Re: Green Leaf Co delivery for Tuesday

DEL-301 from Green Leaf Co was received on 05/06/2026.

Vendor:        Green Leaf Co
Received:      05/06/2026
Received by:   Devin
Invoice:       #INV-99182
Order amount:  $8,440.00
Packages:      24 received / 24 ordered

For the inbound side — vendor questions to your AP team — see our case study on how ShelfiQ handles inbound vendor emails.

Things to Avoid

• Don't change the subject line on replies — keep the DEL-XX tag. That's how Gmail and ShelfiQ keep the conversation tied to the right delivery.
• Don't CC vendors on internal AP coordination emails. We won't broadcast to external addresses, but it's still cleaner to keep the AP thread internal.
• One invoice per email. If you're forwarding multiple invoices, send each in its own email so each gets its own delivery.
• Don't expect this email workflow to handle banking changes, payment approvals, or settlement disputes — those still go through the portal for security reasons. See Audit Trail for what's logged where.

When in Doubt

Just write what you'd write to a human AP teammate:

ShelfiQ figures out the moves: update the date, attach the COA, drop the note for receiving, and confirm everything in one reply.