How does Podfy replace paper delivery notes for facilities teams?

The Podfy link is sent with delivery instructions. When the driver or receiving staff opens the link and photographs the delivery, a GPS-stamped digital record appears in the portal immediately. Paper notes become optional confirmation rather than the primary record.

How do facilities teams search for a specific delivery record?

The Podfy portal is searchable by supplier, delivery date, building reference, or purchase order number. Any authorised team member can retrieve a specific record in seconds — no file cabinet searching required.

Can Podfy handle deliveries across multiple buildings or sites?

Yes. Deliveries to different buildings or zones are captured in the same portal, organised by building reference. Facilities managers can see all records; individual buildings can be restricted to viewing only their own records.

How long are facilities delivery records stored in Podfy?

On the Pro plan, records are stored for 7 years in EU-WEUR storage to meet commercial record-keeping requirements. The archive is fully searchable and exportable throughout the retention period.

Solution · Facilities & Property

No more paper.
Delivery records
in the cloud.

Facilities teams eliminate paper delivery notes and filing cabinets. Every delivery, from building supplies to office equipment, captured digitally with GPS and timestamp at handover.

The facilities delivery documentation problem

Facilities teams receive high volumes of deliveries, maintenance supplies, equipment, consumables, contractor materials, often across multiple buildings or sites. Paper delivery notes accumulate in drawers, get lost, and become unmanageable when a supplier query or insurance claim requires documentation from six months ago.

Digital capture at delivery solves the retrieval problem. A GPS-stamped photo at each handover creates a searchable archive that any authorised team member can access, by supplier, delivery date, building reference, or purchase order, without file-searching or manual scanning.

Podfy requires no app installation for delivery staff and no system integration for procurement teams. The link is sent with the delivery instruction; the record appears in the portal. Paper notes become optional confirmation rather than the primary record.

No paper filing: all records digital and searchable
Retrieve any delivery by supplier, date, or reference
GPS confirms delivery to correct building or zone
Condition at handover documented: protects against damage claims
No app: works for any delivery driver
7-year EU archive for facilities compliance records

Find any delivery in seconds

Searchable by supplier, date, building, or PO. No filing cabinets required.

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How facilities teams use Podfy

Use case 01

Multi-building archive

Deliveries to different buildings or zones all captured in one portal, organised by building reference. Facilities manager sees all; individual buildings see only theirs.

Use case 02

Supplier query resolution

When a supplier queries a delivery — "was this received?" — the answer is in the portal: photo, GPS, timestamp, linked to the PO. Resolution in minutes.

Use case 03

Insurance and compliance

Damage at handover documented at the moment it's discovered. GPS-stamped photo prevents retroactive claims. Export records for insurance or facilities audit requirements.

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