How important is proof of delivery?
28 February 2023
How important is proof of
delivery?
Using a
proof of delivery system is key for helping businesses ensure their goods are
efficiently and promptly sent and delivered. It acts as confirmation when a
package reaches its destination, ensuring all deliveries are accounted for and
completing the chain of custody.
Electronic
proof of delivery (EPOD) allows customers to provide an electronic signature on
receipt of delivery which helps to reduce paperwork. It also provides better
traceability and visibility of delivery operations, and how they sit within the
wide manufacturing and distribution journey.
Why is proof of delivery
important?
Proof of
delivery is important for both businesses and their clients, allowing both sides
to be kept informed and have visibility of the delivery process and to provide
information if there’s a misplaced delivery. It also safeguards all of those
involved from being deceived and avoids unnecessary conflict.
There are also
other benefits of proof of delivery including:
Reducing customer disputes
One benefit
of a proof of delivery system is that all deliveries are tracked and confirmed
so you have evidence in the event of an unsatisfied client. Having this
evidence may prevent you from having to spend money on unnecessary refunds or
having to send out replacement orders based on a delivery dispute. This is
especially key with high-value, smaller items which don’t need to be signed for
but are valuable to the client and your business.
Not only
can a proof of delivery system reduce client disputes, but it can have a
positive impact on the overall client experience. The business you’re
delivering to may be reliant on the products arriving and therefore need to be
kept informed. Receiving regular, real-time updates on the process such as when
the item has been dispatched or a delivery attempt has been made is important
to ensure a positive working relationship is established and maintained.
Reduced paperwork
With an
electronic proof of delivery system such as PODStar, when a product is
successfully delivered, an automatic confirmation is sent from the EPOD system
to your office. Not only does this prevent drivers from having to submit
paperwork at the end of each shift, but it also helps the back office staff by
cutting down on sorting the paperwork. It reduces manual tasks from each party
and the amount of paperwork which needs to be filed and stored. This in the
long run can save time and money, both in staffing costs but also in allowing for
quick invoicing for completed jobs, helping to maximise your cash flow.
Efficient deliveries
It’s not
only reducing paperwork that can save your business time and money.
Implementing an EPOD system allows for more efficient deliveries through job
planning and scheduling, as well as route planning. With PODStar, as jobs are
entered into the system, they are logically allocated to a vehicle through the
planning tool which also provides run lists based on this information. Through
the ‘drag and drop’ methodology, jobs and routes can be assigned to drivers and
shared remotely with those in the field to optimise each delivery, saving fuel
and time on the road.
Increase delivery
reliability
Running a
reliable distribution operation is key to building trust with your clients and
presenting a brand that can be trusted. Having an electronic proof of delivery
system that shares information between the drivers and the office means that
your services are more transparent, traceable and provide real-time tracking. This
flow of information means that a reliable service can be offered as any concerns
can be detected early and prevented from becoming a larger issue.
Not only
this but the inbuilt vehicle inspection reminds the driver to complete regular
checks on their vehicles to ensure there are no issues on the road, helping to
ensure the jobs are successfully and reliably completed.
TouchStar allows
drivers to complete checks using a mobile device, which then uploads the reports
directly to a back office system. These checks can include photographs of any
damage or low tyre treads, record a driver’s digital signature and capture the
date, time and GPS location at the time of the check. All of this vehicle
information ensures the highest levels of accuracy and eliminates paperwork.
How TouchStar can help
If you’re looking to introduce a new electronic proof of
delivery system, or upgrade your existing delivery system, TouchStar is on hand
to help. Our EPOD software combines job planning, route optimisation and
regular vehicle maintenance checks in one easy solution. Get in touch with our
expert team today to find out more.