Electronic Proof of Delivery Software That Ends the Argument
A claim lands six weeks after the pallet and the only evidence is a biro squiggle on a crumpled docket. KO Fleetz captures the handover where it happens: what was scanned, who took it, what it looked like, and exactly when and where. The dispute becomes a lookup instead of a negotiation.
The claim arrives long after the pallet did
A customer's accounts department writes to say two cases were short on a delivery from last month. You go looking. The docket is in a bag in a cab, or in the wallet file at the depot if the driver remembered to hand it in. When you find it, the signature is a diagonal line, the printed name says something that could be four different surnames, and there is no photograph because nobody has ever taken one.
So the credit note gets raised. Not because the claim is right, but because proving it wrong costs more than the goods. Everybody in the office knows which customers do this, and they do it because it works, and it works because paper was never evidence in the first place.
The paper has a second cost that shows up in the bank rather than in the claim. Dockets come back at the end of the week, get sorted, get scanned, and only then can the invoice go out. A delivery completed on Monday morning is billable on the following Tuesday, and every day in between is your cash funding someone else's stock.
Capture the evidence at the door, not at the depot
The driver arrives with the expected consignment already on the device. Items are scanned as they come off, the receiver confirms the handover — a signature with their name captured as text rather than a squiggle, a one-time code sent to their phone, or a proximity check that the vehicle was at the delivery point — and photographs are taken as a condition of completing the stop where the job demands them. Every element carries the time it was captured and the coordinate it was captured at.
KO Fleetz treats exceptions as a normal outcome rather than an error state. Short, damaged, refused and part-delivered each have a reason code, and the codes that need a photograph will not close without one. The result is that the awkward drops, which are the ones that generate every claim you will ever receive, become the best documented stops of the day rather than the worst.
Be clear about what an ePOD proves. It proves what was recorded at the point of handover: that a scan happened, at this place, at this minute, and that a person signed under this name. It does not prove what was inside a sealed carton, and it will not settle a claim about concealed damage on its own. KO Fleetz also refuses to invent context it did not have. Where the device had no GPS fix, the capture is marked unlocated rather than given the nearest plausible coordinate.
Capabilities
What KO Fleetz proof of delivery gives your team
On-screen signature with printed name
The receiver signs and types their name, so the record identifies a person rather than preserving an unreadable mark for a lawyer to interpret.
OTP and proximity verification
A one-time code sent to the receiver, or a proximity check that the vehicle was actually at the delivery point, confirms the handover reached the right person at the right place — not merely that a screen was signed.
Conditional photo capture
Photos can be made mandatory per customer, per exception or per product type, which is how a damage claim meets a picture taken before the tail-lift closed.
Scan at handover
Barcodes or QR codes are scanned as items leave the vehicle, so the POD records what was physically handed over rather than what the manifest hoped.
Exception reason codes
Short, damaged, refused and part-delivered are captured at the door with a reason, and the codes that require evidence cannot be closed without it.
Geotag and timestamp per capture
Each signature, photo and scan carries when and where it was taken, so a delivery claimed at the wrong site is visible without anyone driving out to check.
Offline capture and later sync
Basements, rural drops and dead zones do not block a handover. The record is held on the device and uploads intact when the signal returns.
Immediate POD distribution
The completed document reaches the customer and the back office as the driver pulls away, instead of travelling home in a cab until Friday.
Billing handoff
A closed stop with a clean POD is a billable event and can be released to invoicing straight away, which is where the paper cycle was costing you cash.
Searchable POD archive
KO Fleetz finds a delivery by reference, customer, date, driver or registration in seconds, which is the whole point when a claim arrives six weeks late.
How it works
How KO Fleetz does it
Step 1: The job reaches the device
The driver's stop arrives with the expected items, the receiving contact and any capture rules that customer or product requires.
Step 2: Scan and hand over
Items are scanned off the vehicle. Anything that does not match the expected consignment is raised at the door while it can still be resolved.
Step 3: Capture the outcome
Signature, photographs and any exception code are taken at the stop. Required evidence is enforced before the stop can be marked complete.
Step 4: Sync and distribute
The record uploads as soon as there is signal, reaching the customer and the office. The stop closes on the dispatch board at the same moment.
Step 5: Retrieve on dispute
When a claim comes in, the POD is found by reference and answers the question with the scan, the photograph, the name and the coordinate.
Outcomes
What changes
- Evidence taken where the handover actually happened
- At the door
- PODs reach billing without riding home in the cab
- Same day
- A disputed drop is found by reference, not in a box file
- Searchable
- Capture works with no signal and uploads intact later
- Offline-safe
Frequently asked questions
In most jurisdictions electronic signatures are recognised for commercial delivery records, but the specifics belong to your lawyer and your carriage terms, not to a software vendor. What is worth saying is the practical part: an ePOD is a stronger record than the paper it replaces. A signature with a typed name, a timestamp, a coordinate and a photograph of the goods is harder to dispute than an unreadable mark on a docket with no date on it. Check that your terms reference the electronic record.
The stop completes normally. KO Fleetz holds the job, the scans, the signature and the photographs on the device, and the whole record uploads once it has a connection again. The captured timestamps are the moment of capture, not the moment of upload, which matters because the two can be hours apart on a rural run. What you lose while offline is live visibility on the board, and that resolves as soon as the vehicle passes through coverage.
That is a configured outcome rather than a failure. Depending on what you have agreed with the customer, the stop can be closed as a left-safe delivery with a mandatory photograph of the placement, or as a failed attempt with a reason code that returns the goods to the vehicle and the job to the board. The important part is that both are recorded deliberately. The situation that generates claims is the one where the driver improvised and nobody wrote down what he chose.
A determined one can sign it himself. No system prevents that, and any vendor telling you otherwise is selling something. What an ePOD does is make it visible and expensive: the coordinate says whether the vehicle was at the site, the timestamp says whether the dwell was long enough to unload, the photograph shows a real place, and a driver whose signatures all share a suspicious character stands out across a month of stops. Fraud stops being invisible, which is what changes behaviour.
No, and this is the honest limit. An ePOD proves that a specific labelled item was scanned and handed to a named person at a place and a time. Concealed shortage or damage inside a sealed carton is outside what any handover record can establish, and a customer claiming five units short in a closed box is making a claim your ePOD narrows rather than settles. Where that risk is high, seal integrity and load-level security are the tools that address it, not the signature.
Not necessarily. The app runs on ordinary Android and iOS devices, and plenty of fleets run it on drivers' own phones with an allowance. Company devices are worth the money in two situations: work with heavy scanning, where a rugged handset earns back its cost in not being replaced, and operations where you need the device recoverable when the driver leaves. Camera and scan quality vary across personal handsets, which is worth a check before deciding.
Settle your next claim with evidence
Show us the last delivery dispute you conceded, and KO Fleetz will reconstruct what the record would have looked like captured at the door.