Proof of Delivery explained for real operations.

POD (Proof of Delivery)

The evidence that a delivery was completed, showing what was delivered, where, and when.

Delivery reference

An identifier such as a PO number, shipment ID, store number, or project code used to link proof to a specific delivery.

Delivery documents

Files such as signed delivery notes, PODs, CMRs, or receipts that confirm delivery details.

Delivery photos

Images taken at delivery to show goods, quantities, condition, or delivery location.

Timestamp

The recorded time when delivery proof is uploaded, helping establish when the delivery occurred.

Delivery portal

A central place where proof of delivery records can be accessed by authorized users.

Evidence

What counts as POD

A POD can be a signed delivery note, a CMR, a delivery receipt, photos of delivered goods, or a timestamped upload that links the proof to a reference.

Why it matters

Invoicing and accountability

POD is often required to invoice, confirm service completion, and prove that the delivery responsibility was transferred to the receiver.

Risk control

Disputes and audits

When claims happen (shortages, damages, “not delivered”), POD is the fastest way to resolve questions and reduce time spent searching.

Reference

PO 123456 · Shipment ID ABC789 · Store 014 · Project X

Documents & photos

Signed delivery note, CMR, and photos showing delivered goods and condition.

Context

Timestamp, delivery location, and optional notes added during upload.

Paper gets lost

Delivery notes and CMRs disappear before anyone scans them, or they sit in a cab until it’s too late.

Drivers forget

Proof is not sent after delivery, especially in high-pressure routes or when the process requires extra steps.

Apps don’t get installed

Subcontractors, ad-hoc carriers, and temporary drivers often refuse installs, logins, or training.

Proof arrives too late

Late POD delays invoicing and slows customer service. Teams end up chasing documents across inboxes.

Many partners, many processes

Every carrier or supplier uses a different format, so documents end up inconsistent and hard to match to deliveries.

Scattered storage

Proof ends up in email threads, shared drives, personal folders, or chat apps. Retrieval becomes slow and unreliable.

No single reference

Without a PO, shipment, project, or store reference, teams can’t reliably find the correct proof later.

Too much manual work

Scanning, renaming, and filing creates bottlenecks. The backlog grows, and the team loses control.

Approach

Paper-based POD

Works without technology, but creates delays and loss risk. Proof is often scanned later and stored inconsistently.

• High loss risk
• Slow retrieval
• Manual handling overhead

Approach

App-based POD

Can be powerful, but requires installs, accounts, and adoption. It often fails when you work with external partners.

• Depends on compliance and training
• Harder with subcontractors
• Varies by device and OS

Approach

Link-based / browser POD (Podfy)

A simple link works on any phone. Drivers, suppliers, and inbound teams can upload proof without an app, and office teams get central storage.

• No app and no login for drivers
• Consistent intake across partners
• Central search and retrieval

1. Share an upload link

Send a link via SMS, WhatsApp, or email. This works with carriers, suppliers, subcontractors, or inbound staff.

2. Upload documents and photos

Users upload PODs, delivery notes, CMRs, or photos directly in the browser. No app installation or account required.

3. Add a reference

Capture a reference such as a PO number, shipment ID, project code, store number, or site name so retrieval stays simple.

4. Central storage and retrieval

Documents are stored centrally and searchable for operations, customer service, finance, and compliance teams.

5. Access in the delivery portal

Proof can be accessed via the Podfy delivery portal at delivery.podfy.net.

Designed for the real world

Mixed devices, varying skills, external partners, and high turnover are normal. Podfy keeps the workflow simple enough to survive that reality.

Carriers

Collect PODs without forcing drivers to install apps.

Shippers

Receive PODs digitally from any carrier and share them internally.

3PLs

Standardize POD collection across multiple carriers and partners.

Inbound / Receiving

Create a digital inbox for delivery documents and fast retrieval.

Retail & stores

Keep store deliveries consistent and visible to head office.

Construction sites

Capture delivery notes and photos on uncontrolled, changing sites.

Facilities

Maintain a digital delivery log for multi-supplier sites.

Compliance & audits

Reduce disputes and audit effort with a central POD archive.

No-app / low-tech

Collect POD when app adoption is unrealistic or inconsistent.

Paper flow digitization

Start paperless without scanners or complex document systems.

Why POD data is sensitive

POD often contains personal data and business data. Keeping it spread across inboxes and folders increases risk and slows response times.

Central storage matters

Central storage improves traceability. It also reduces “who has the document?” confusion during disputes, audits, and customer escalations.

GDPR-aware handling (practical)

A consistent intake process helps teams handle delivery proof in a GDPR-aware way: fewer copies, less uncontrolled sharing, and clearer ownership.

What Podfy is

• A simple, no-app way to collect delivery documents
• A central place to store and retrieve PODs, CMRs, delivery notes, and photos
• A practical layer for multi-carrier and multi-site environments
• A delivery portal for access and sharing (delivery.podfy.net)

What Podfy does not try to replace

• ERP systems
• TMS route planning or dispatching tools
• WMS or warehouse execution systems
• Complex document governance platforms

Do drivers need an app to provide proof of delivery?

No. Podfy works through a link that opens in the browser, so drivers do not need to install an app or create an account. This improves completion rates when you work with subcontractors, ad-hoc carriers, or high turnover. Proof is available centrally as soon as the upload is completed.

What can count as proof of delivery?

Proof of delivery can be a signed delivery note, a CMR, a POD document, photos of delivered goods, timestamps, and any additional notes that confirm what was delivered, where, and when. The right combination depends on dispute risk and customer requirements. Podfy helps you collect these proof types consistently without relying on paper returns or app adoption.

Can inbound or receiving teams register deliveries too?

Yes. Inbound teams can use the same link-based workflow to upload delivery documents or photos when carriers arrive. This creates a consistent record even when drivers change or suppliers use different processes. It also helps ensure every delivery is registered during peak hours.

Where is proof of delivery stored?

Podfy stores delivery documents centrally so office teams can search and retrieve them quickly. Proof can also be made available through the Podfy delivery portal at delivery.podfy.net for authorized access. This reduces time spent searching through inboxes, shared drives, or paper folders.

Can we add references like PO numbers, shipment IDs, or project numbers?

Yes. You can capture a reference such as a PO number, shipment ID, store number, project code, or site name. This links proof to the correct delivery and makes retrieval reliable later. A consistent reference also reduces errors when multiple deliveries happen on the same day.

Is Podfy suitable for audits and disputes?

Yes. Central storage and fast retrieval help teams respond to disputes and audits with the correct delivery proof. This is useful for claims such as shortages, damage, or “not delivered” situations. The goal is practical traceability without introducing complex document management systems.

How quickly are documents available after delivery?

As soon as the upload is completed, documents are available centrally. That reduces delays that usually happen when paper is scanned later or when drivers send proof days after delivery. Faster availability also helps customer service and invoicing teams respond sooner.

Can Podfy replace a TMS, WMS, or ERP?

No. Podfy focuses on delivery documentation intake and retrieval. It is designed to complement existing systems by making proof of delivery collection simple and consistent across carriers, suppliers, sites, and stores. This keeps implementation lightweight while improving operational reliability.