Tracking the transportation and arrival of goods is a key component of supply chain management. Delivery completion encompasses more than just the arrival of freight; it also includes guarantees of adherence to safety and legal regulations along with any special needs for goods. This is why proof of delivery documentation is so important: it shows to all relevant parties that the shipment was carried out as required.
Without POD, the logistics of shipment delivery can be contested, records can be obfuscated, and carriers can take reputational hits.
This is why carriers are increasingly embracing the use of electronic proof of delivery (ePOD) to automate the process, ensuring that all parties have copies of the proof of delivery document that cannot be forged or tampered with, creating an additional layer of transparency and safety. In this post, we’ll go into the numerous advantages of embracing ePOD.
Electronic proof of delivery (ePOD) is a proof of delivery system that makes use of digital, real-time technology to confirm delivery of shipments. ePOD can allow shipments to be verified through use of signatures, GPS geolocations, photo capture, or scanning QR codes or barcodes.
Electronic proof of delivery is gaining in popularity due to the increased layer of transparency and legal protection offered to carriers. ePOD complements digital BOL workflows by extending documentation beyond the dock, capturing delivery confirmation at the point of receipt rather than the point of departure.
Proof of delivery is critical documentation that strengthens the relationship between carriers and recipients by ensuring all parties are apprised of the arrival of freight. It also functions as a historical record which can be useful if disputes arise or, worse, if some manner of fraud is attempted.
For these reasons, it's important for proof of delivery to be as airtight as possible, which is why it’s important for logistics managers to be aware of the weaknesses associated with paper proof of delivery. For one, paper proof of delivery documentation is susceptible to common human error. Simply misplacing proof of delivery can mean that you're no longer able to verify the proper handling and transportation of a certain shipment. A misplaced proof of delivery can also constitute mishandling of sensitive data, which could lead to reputational hits.
Compare this to electronic proof of delivery, which can create digitized copies of the proof of delivery and send them simultaneously to carriers and recipients for records. Additionally, these digitized documents can be accessed from the cloud or email at any time, making them much more difficult to misplace compared to paper POD.
Mobile document capture makes use of desired shipment verification methods (from GPS locations to QR code scanning and more) to verify delivery once freight arrives at the designated location. Once the verification is complete, these ePOD systems immediately send proof of delivery to all relevant parties. The result is a cleaner, faster handoff with a verifiable record that all parties can access immediately.
In ePOD systems, driver documentation becomes an active part of the delivery event rather than an afterthought. Drivers confirm delivery through the same platform used to manage routing and scheduling, which means the record is tied to the shipment from start to finish.
Timestamps, geolocation data, and electronic signatures create a complete audit trail without requiring drivers to manage separate paperwork. This reduces administrative friction at the door while giving operations teams the visibility they need to confirm handoffs and resolve questions quickly.
The leap from paper POD to electronic POD can be understandably intimidating. Proof of delivery is too important for carriers to overhaul how they manage it without guarantees. However, electronic POD is an upgrade across the board, and hopefully answering the below frequently asked questions will illuminate why.
Drivers capture electronic proof of delivery through a variety of methods including GPS geolocations, QR code scanning, and recording timestamps.
If there is no internet connection, some electronic proof of delivery systems possess built-in offline modes to mitigate poor connectivity from preventing verification of deliveries.
Yes, electronic POD is legally binding in most jurisdictions when it includes verifiable elements such as timestamps, geolocation data, or electronic signatures. It's worth noting that ePOD and a bill of lading serve different legal functions — a BOL documents the terms of the shipment, while ePOD confirms delivery completion. Both play distinct roles in a complete compliance documentation stack.
For operations looking to close the gap between dock activity and delivery confirmation, electronic proof of delivery provides the visibility layer that paper processes can't match. See how Opendock connects dock-level documentation to real-time delivery confirmation by requesting a demo today.