legal documents

Proof of Delivery – How To Save Money on Sending Documents

First off, you might be wondering, “what is proof of delivery”? Basically, a means to establish when something is said to be sent, it was in fact actually sent (and received). It is a way to protect yourself if, in a later date, you should need to demonstrate that the item was sent. It also helps the receiver track invoices, merchandise, and shipments received.


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We have all heard someone say, “Back in my day…” Well, they very well might be correct, that at one time things were handled differently. It doesn’t mean their way was the wrong way to handle transactions, but things are much different now, not like they were years ago. Even over the last few years, there have been significant changed.

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Sometimes change is a good thing and sometimes it can be hard to see the benefits. But one thing most will agree on is that that change can be difficult. You might be asking, what does this have to do with ‘Proof of Deliveries’ (POD) and such?

Good question. And the simple answer is everything.

Just as technology has improved your tracking of cargo and vehicles, and it has made scheduling and determining routes more efficient, it has also simplified the dreaded administration so deeply associated with the trucking industry.

Simply put, as technology advances it makes many things easier. This nowadays is Easier to communicate with customers, staff, and drivers. Electronic tracking of shipments and digital acknowledgement of receipt can take much of the frustration out of the process.

Instead of endless phone calls followed by faxes, which may or may not go through or having to track down mailing addresses and envelopes to submit documents, it can all be done online. Now documents can be emailed with a quicker turnaround time, and guaranteed confirmation (instantly).

What’s even better than that?

As ‘smart’ technologies progress many places use iPads, cell phones, and other electronic devices and gadgets, loaded with applications that handle all their documentation right there on the dock! That’s right, instant confirmation!

Just imagine what the world will be like when we’re the one’s saying, “Back in my day…”

Receiving Documents, Up To Date, is Really Important

Though this should be self explanatory, there is more to it than just the obvious. Delays often cause misunderstandings between customers and businesses. There could be delays depending on the mailing service and the time of year. (Mail something before Christmas and you’d be lucky if got there before Martin Luther King Day). Or even worse, lost paperwork, and time it takes to track down the needed documents.

You all have been at list once in life, in a situation, where the paperwork that you send on the very due date didn’t reach the other side. There was no particular reason, nobody to blame, thing just get lost in the process. How much time and nerves you spent that day trying to resolve the puzzle? Untied the strings? Trying to meet the dead line?

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But, now with almost everything going digital there is little if any need for paper documents. Of course, there are always those exceptions, and sometimes it is even required to have paper back-ups, but not as necessary as it was in the past.

The available software is relatively inexpensive, especially when compared to the long term cost of delays, paper, ink, and etc. Another very important factor is time. We’ve all heard the saying “time is money”. Well, that expression has gotten truer every day.

We live in a time where people want information, service, and documentation instantly. And in the technologically advancing world there is no reason not to have digital copies available at a moment’s notice. Portable, laptops, I Pads, smart phones, and such have made the need for the paper document almost obsolete. Though, remember there are still regulatory reasons…

No POD – No Money

Something that must be considered is the payment process. Regardless if they have a monthly automatic billing schedule, a standard billing account, or pay per shipment with a check, one thing is still the same. Without documentation (POD) venders will not pay the invoice.


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It isn’t that they are trying to get out of it. Actually, it is the opposite. Yes, you read that right the opposite.

They want to pay their invoices and in a timely manner. But they need to know what they are paying for, that it actually arrived (in proper condition), and isn’t a duplicate bill/order.

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Before the bill will be paid (the shipper gets their payment), the receiver will check:

  • The Purchase order
  • The receiving report(s)
  • Packing slips (Bill of lading)
  • The actual invoice(s)

It is best if these documents are compiled together and made available at the time the bill is to be paid. Remember without the proper documentation (POD), the receiver won’t pay, regardless.

Scanned or Original Papers (Broker are accepting color scanned images)

As mentioned earlier, the great thing about ever changing technology is the ease with which many transactions can be handled. There was a time when originals (or at least original signatures) were the only documents accepted. These would have to be typed up, often in triplicate! Now of course that isn’t the case (thank goodness).

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Everything can be scanned and/or emailed. With most of the phones now, you can use an application that digitally scans the document as good as, or even better than the original. This is then either sent directly or attached to a message and available for immediate download.

It doesn’t get more convenient than that, does it?

Use Portable Scanners for document sending (install them in a truck for around $100)

As mentioned above scanned documents are now more accepted (often even welcomed) than ever. However, there are times when you just can’t snap a picture. Perhaps the driver doesn’t have that type of cell phone, or as is sometimes the case, aren’t allowed cell phones in certain areas.

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Scanners are small and portable. If the truck isn’t already equipped with adaptors, those can be picked up cheap enough. You can then get a scanner for the vehicle. That way documents can be signed, scanned and/or copied right there. The paper copy can be handed off or the digital copy can be emailed.



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