The Benefits of Using Proof of Delivery in Business Operations

Confused about whom to trust over wrong deliveries- customer or your employee? We got you a quick way out- Proof of delivery. Discover how with ePOD, you can enhance delivery operations and maintain customer satisfaction altogether. 

A customer claims that he didn’t receive his order, but the delivery agent and the data on the dispatching system show the rider was assigned the order and the order was delivered. Now the question is — who is citing the truth, whom to believe between the two — the rider or the customer with no package?

Ummm… looks like the company is using an outdated order management system lacking a feature to collect ePOD which could help validate the safe and secure delivery to the recipient’s site. This results in a waste of time and money on both the seller’s and consumer’s part. As a result, the brand might start losing its reputation, customers’ trust, and loyalty and invite more bad-mouthing.

To prevent this from happening, businesses must invest in last-mile delivery software featuring a robust proof of delivery module. If you are a business owner and wondering about its importance and benefits, then you are in the right place. This article is here to serve you right!

But before that, let’s begin with the very basics-

What is Proof of Delivery?

Proof of delivery (or POD) is a form of delivery receipt that confirms that the correct consignee has received the ordered goods. This receipt, or bill of confirmation, signifies that a successful delivery was done, and the user or consignee can use this receipt when he/she wants to return an item or file a damage claim. The delivery driver will collect a signature from the consignee with the date and time when the recipient receives their package.

Proof of delivery will ideally also include the recipient’s address and a description of the package or goods. 

What is Electronic Proof of Delivery?

Electronic proof of delivery is a method by which businesses confirms and collects POD digitally by sending the customers verification without physical paperwork.It is executed using electronic proof of delivery software or an electronic proof of delivery app.  It can be done through OTP, barcode scanning, eSignatures and photos. It also ensures that accurate delivery information is passed on to logistics stakeholders.

Why is POD Important?

An effective proof of delivery system demonstrates how well a company runs its last-mile delivery software process. This legal document can shield them from conflicts and losses resulting from unfulfilled orders. Additionally, it guarantees that consumers receive their purchases in good shape and on schedule.

🔍Pro tip: With TrackoMile’s rider app, it’s effortless for delivery drivers to capture electronic proof of delivery (ePOD) in different formats, be it e-signature, bar code scan, picture, or any customarily defined type.

Both companies and customers are protected by proof of delivery documentation. For example, a delivery company has delivered the package, but the consumer says otherwise, there proof of delivery can help validate if it was delivered to the incorrect address or left in an unsafe location. The evidence will make it easier to file a claim against the fraudster.

What are the Different Types of Proof of Delivery?

 There are multiple ways to collect ePODs, such as;

Images and Videos

Images and videos can serve as visual proof, confirming the delivered goods’ condition and positioning at the delivery site.

Depending on the needs of a business, the photos and videos taken by delivery drivers can also be utilised for automated validation and verification of data, including landmarks, customer addresses, odometer readings, and other delivery disruptions. This is especially beneficial for expensive or delicate items.

Signed Receipts

A time-tested but inefficient technique in which the recipient physically signs a digital receipt verifying the delivery. This provides a precise and enforceable acknowledgment of receipt to delivery businesses.

Digital Signature

Electronic signatures have grown in popularity in the digital age. To ensure authenticity, recipients can sign with a finger or stylus or even by typing their name on a handheld device carried by delivery agents. The e-signature PODs don’t need physical submission because all entries are made directly into the system.

Scanned Barcode

Barcode scanning ensures that the right items are delivered. Each product has a unique barcode, and scanning it confirms its presence at the delivery site, reducing errors and disputes.

Timestamped GPS Location

With GPS tracking, delivery personnel can now be precisely located, giving us verifiable evidence of the delivery’s location and time. To improve multiple checks and validations, delivery drivers can also add timestamps to their uploaded photos and videos.

Benefits of Proof of Delivery for Businesses

Here are the benefits

Enhanced Accountability

Proof of Delivery ensures that both the sender and recipient have clear evidence of the delivery. This not only reduces disputes but also improves accountability in logistics operations.

In case of any delivery discrepancies, the recorded proof helps save time and resources that would otherwise be spent investigating and resolving disputes. With accountability at the forefront, businesses can maintain smoother, more trustworthy relationships with both customers and delivery partners.

Customer Satisfaction

Providing clients with proof of delivery increases their trust in business by giving them information about the status of their shipments and the proper delivery procedures. Customers’ trust in the company is further increased since it enables them to confirm the state of the goods upon delivery.

Satisfied customers are more likely to recommend a brand and make repeat purchases. Encouraging customers to upload photos and videos of the merchandise and packages through applications fosters confidence and openness in the company and its delivery processes. They can provide more trustworthy feedback and feel secure knowing that their complaint has been duly noted.

Improved Delivery Accuracy

Businesses can handle their delivery operations firmly and dependably by keeping accurate delivery records. They can guarantee prompt delivery of the appropriate goods to the appropriate clients. Additionally, the POD collection process helps them in monitoring the behaviour and efficiency of the assigned delivery agents.

Businesses can effortlessly guarantee multiple checks at multiple handovers in locations such as warehouses, consolidation centres, final hubs, and customer doorsteps with POD. Fraudulent activities like phony delivery attempts, unavailable customers, incorrect addresses, etc., can be caught by them. This increases transparency and visibility at every point where the logistics system is in motion.

Reduced Disputes

Proof of Delivery protects against false claims, disputes, or disagreements. The documented proof can be consulted for prompt resolution in case of inconsistencies or delivery problems. This not only avoids needless financial losses and reputational harm but also expedites the dispute resolution procedures.

Additionally, it demonstrates a dedication to openness and honesty, strengthening trust in the business-client relationship. Proof of delivery is used to automate validation and authentication checks for better operations management in locations other than the customer’s doorstep, such as distribution centres, facilities provided by third-party logistics providers, vendors, drives, etc.

Legal Compliance

Documented proof of delivery is required by law in some industries. For example, pharmaceutical companies must maintain comprehensive delivery records to comply with industry regulations.

By implementing appropriate proof of delivery procedures, the company can ensure compliance with these legal requirements and avoid potential legal problems and related penalties. Not only is compliance required by law, but it also demonstrates professionalism and dependability.

Automatic Authentication and Validation Checks

Using intelligent delivery management software solutions that have Proof of Delivery module built-in gives businesses automated validation and authentication checks. Digital signatures are gathered electronically at the recipient’s end and are instantly verified on the system.

Package authenticity is confirmed via barcode scanning. Timestamps capture accurate delivery information like date, time and location. GPS tracking guarantees that deliveries occur close to specified addresses. A photo POD can be taken to verify delivery accuracy and item condition visually.

Data-Driven Decision-Making

Data from proof of delivery offers useful insights for decision-making based on facts. Companies can use this data to enhance overall performance, modify delivery windows, and improve delivery strategies.

For instance, a business can find areas with continuously high demand and think about developing new distribution centres or growing its delivery fleet by examining delivery times and locations. Decisions based on data are more effective in operations and improve customer satisfaction.

Which is Better – Delivery Management Software With POD or POD Software?

Delivery Management Software with Proof of Delivery (POD) as an inherent feature and a standalone POD Software is suitable for meeting the same purpose but choicing between the two can vary as per different businesses’ needs. Here’s a comparison between the two:

Parameter	Delivery Management Software with Proof of Delivery	Standalone POD Software
Functionality	DMS with POD typically encompasses a broader set of functionalities beyond just proof of delivery. It includes features like route optimisation, dispatch management, order tracking, real-time visibility, customer communication, and analytics.	Stand-alone POD software mainly focuses on capturing and managing proof of delivery data. It may have features for signature capture, photo capture, barcode scanning, and GPS tracking.
Integration	Often integrates with various other systems such as inventory management, CRM, ERP, and e-commerce platforms to provide end-to-end visibility and streamline operations.	It may offer integrations with select systems and might have to invest in delivery management software. But its primary focus is on providing a standalone solution for proof of delivery tracking.
Scalability	Typically designed to handle the needs of businesses of various sizes, from small local delivery operations to large-scale enterprises with complex logistics networks.	May cater to businesses of different sizes, but its scalability might be more limited compared to DMS with POD, especially concerning broader logistics and delivery management needs.
Cost	The cost of DMS with POD can vary depending on the provider, features included, and the scale of the deployment. It may involve higher initial investment but can offer cost savings in the long run through improved efficiency and reduced operational overheads.	POD software may have a lower initial cost since it focuses on a specific delivery management aspect. However, businesses may need to invest in additional software or systems to address other logistics needs.
Customisation	Often provides more extensive customisation options to tailor the system to specific business requirements, workflows, and industry regulations.	It may offer some customisation, but it might be more limited compared to DMS with POD, as its focus is narrower.

In the end, both DMS with POD and just POD software serve a similar purpose, i.e. to confirm and validate every delivery with visible evidence. However, the only difference between the two would be their pricing. Our team at TrackoMile offers the best of both worlds to suit business size and budget constraints.

Electronic Proof of Delivery and Integrated Delivery Management – How Can TrackoMile Help?

TrackoMile’s delivery management software manages all delivery processes, including on-demand, eCommerce, D2C, courier and package, and hyperlocal. With built-in automation workflows for order allocation and real-time tracking, businesses can effectively oversee, regulate, and enhance their delivery operations while guaranteeing efficiency and transparency.

The last-mile delivery system from TrackoMile offers improved options that shorten delivery times, save expenses, and maximise resource use. Businesses can stay informed about deliveries and even reschedule if necessary with the help of real-time tracking and delivery ETAs, which lowers the number of unsuccessful deliveries and raises customer satisfaction.

Advanced features, including multi-format ePOD, analytics and reporting, and route optimisation, are all built-in. With the help of smart POD modules and functions, businesses may automate validation and authentication at several locations. This guarantees simple feedback gathering and analysis, enabling companies to optimise their delivery tactics, boost on-field productivity, and reap several economic advantages.

Conclusion

Proof of delivery, be it digital or on paper, is of grave importance as it helps to bridge the gaps in the delivery process. Businesses can further enhance their delivery operations by going digital with electronic proof of delivery. Not only will they be able to reduce second-attempt deliveries, but they will also ensure operational productivity and customer satisfaction.

TrackoMile is a complete last mile delivery software that offers multi-format POD collection. The system offers elastic customisation and can add more POD formats according to the business requirements. No cumbersome hardware or technology is required when going with TrackoMile.

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