Articles

Electronic proof of delivery software: how does it work?

by Matt Corby, 23 June 2021

Four things to consider before you make the switch to ePOD software.

Are you still relying on the ol’ pen and paper for proof of delivery? Time consuming,

isn’t it.

Let alone when something goes missing and you need to manually follow the paper
trail.

Happily, there are modern alternatives that’ll save you time, speed up the delivery
process and allow visibility right along the chain.

We give you: electronic proof of delivery (ePOD) software.

But before you ditch your faithful pen and paper, let’s have a look at exactly what
this software does and how it might work in your business.

In this article we’ll run through what it is, how it works, who can use it and why they
should consider it.

What is electronic proof of delivery software?

Proof of delivery (POD) used to require signing a paper delivery note to confirm
receipt of goods, which would then be returned back along the supply chain to allow
for invoicing.

With a paper-based system, each step needs to be manually actioned and losing
the paper POD presents problems.

Using electronic proof of delivery software automates this process for you and
becomes faster, more efficient and less vulnerable to error.

It will let you turn your delivery drivers’ smartphones (or other devices) into a
terminal for the customer to sign their name electronically, called ‘sign on glass’.

The signature is then uploaded into the delivery app (your software) to provide a
digital proof of delivery, where it can be referenced by dispatch. It can even be
automatically returned to your customers in their required format, within moments of
it being collected.

Makes for a good customer experience, doesn’t it?

Electronic proof of delivery software can be installed on a range of mobile devices,
and if it’s fully featured will integrate with agents’ systems too. Meaning no more
endless devices for your drivers to switch between.

With this real-time visibility and reliable data, your entire chain becomes easy to
trace. It also allows for automated invoicing and delivery notifications.

Giving you back control as you oversee the entire chain in real time.

How does proof of delivery software work?

The software is usually split into two parts.

  1. A mobile app for your drivers to collect signatures quickly and easily.
  2. A management portal for your other staff to view real-time updates and
    oversee the next steps (which can also be automated).

Throughout the day your drivers collect POD signatures using the app, and they can
also take a photo of the parcel on arrival in lieu of a signature. The signature or
photo and relevant data (like device and location information) is then transmitted
back to the management portal in real time. Instant mobile proof.

Looking at the portal, your office staff can do a range of things:

● create workflows for drivers to follow for operational efficiency
● set up automated customer contact triggered by the POD
● contact drivers when necessary
● monitor the live data stream.

And when a delivery goes missing? Your entire team will be able to track and trace
quickly and accurately. Customer service agents, transport managers and depot
staff all have clear visibility in real time to know exactly where that parcel was last
seen.

What types of businesses can use POD software?

If you run a Delivery, Courier, Point 2 Point, Transport, Warehouse or Freight
Management Company, then it may be right for you. We know you’re flat out. More
than just saving you costs, switching to a fully-featured proof of delivery software
will put time and control back in your hands.

Okay, what are the benefits for the business?

You might be wondering by now exactly what changes you’ll see with electronic

proof of delivery software. Let’s take a closer look.

Reduced paperwork. Keep digital, real-time records for the whole delivery cycle.
No more lost paperwork or missed invoices.

Manage customer expectations. Keep your customers in the loop with real-time
tracking. Take and store images as standard practice so when things go wrong, you
have the data to solve issues.

Sign on glass. Capture signatures and record pickups and deliveries instantly.
Drivers can send automated confirmation to the customer. Set up contactless
delivery for health and safety in a post-COVID world.

Proof of presence. No more customers doubting drivers were really there. GPS
tracking, photos and scanned QR or barcodes all prove they’re at the right address.

Schedule driver itineraries. Manage driver workloads and schedule consignments
strategically using a combination of automated and manual processes.

Manage vehicle loading. Auto-allocate based on predefined rules, but manually
override as needed when you watch vehicle loading happening live on your
desktop.
Create industry workflows. Don’t get locked into someone else’s process, flexible
software will allow you to adjust workflows to suit almost any scenario. Make rules
for specific customers or freight profiles.

How to make the change run more smoothly

Okay, so you’re considering making the switch from manual to electronic proof of

delivery?

It’s not always simple, unfortunately, changing over any business system can be
time-consuming and stressful. But with some time and consideration on your part
and expert guidance from us, together we can make the switch seamless for you.

Leverage our experience to claim back time and control of your business.

Here’s a few quick tips to help smooth the process:

  1. Define your goals: what do you really want to get out of your electronic
    proof of delivery software?
  2. Find the right software for your business: make sure you choose one
    which has the right features for your business now and into the future.
  3. Get your staff on board too: they’ll be the ones using your software and
    can make or break the process.
  4. Make and follow a detailed plan: implementing new software can be a long
    process, having a clear plan will help your team maintain momentum.

Still got questions?

Learn exactly how TransVirtual can transform your business with our own fully-
featured software, or read our guide to successfully implementing your new
software (without losing your mind)
. And of course, just get in touch with any questions. We’re here to help.

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