Proof of Delivery (POD)

A proof of delivery is the final documentation checkpoint in a shipment's lifecycle. When a driver delivers freight, the receiving party signs the POD to confirm they've accepted the goods. The document typically notes the date and time of delivery, the name of the person who signed, and any exceptions – shortages, damages, or refused items. Until the POD is captured and returned, the shipment isn't truly closed.

PODs can be paper-based (a signed copy of the BOL or a separate delivery receipt) or electronic (ePODs captured via driver mobile apps or carrier portals). An ePOD usually includes a digital signature, timestamped photos of the freight at delivery, and GPS coordinates – all uploaded to the carrier's system automatically. The shift toward ePODs has been significant, but many carriers – especially smaller asset operators – still rely on paper, which means the shipper has to chase down scanned copies days or weeks after delivery.

PODs matter for three reasons. First, they're required to close out shipments in your system and trigger carrier payment – without a POD, finance teams can't confidently approve invoices. Second, they're essential evidence in freight claims; if a consignee signs clean and later reports damage, the POD protects the shipper. Third, retailers and major buyers increasingly require POD documentation as part of their vendor compliance programs, and missing PODs can result in chargebacks.

The biggest operational headache with PODs is collection. Logistics teams spend hours emailing carriers, checking portals, and following up on missing documents. Centralizing POD collection – automatically pulling documents from carrier systems and storing them in a searchable repository – eliminates this chase entirely.