Logistics & Transport · Document & Finance
Papers at the door.
How do we stop losing proof of delivery and claim documentation?
Short answer
Capture proof of delivery at the point of delivery and index it against the consignment immediately, rather than photographing paper and emailing it for someone to file. The value is not the scanning — it is that when a claim arrives eleven months later, retrieval takes seconds instead of an afternoon, and the document is actually there.
The situation
A concrete version of this.
A distribution operation where drivers capture signatures on paper notes, photograph them at the end of a shift, and email the batch to the office.
- Notes are photographed inconsistently — some unreadable, some missing
- Office staff rename and file them into folders by date
- A claim months later requires trawling folders by approximate date
- Where the document cannot be found, the claim is usually conceded
Why it matters
Conceded claims are a direct cash cost that nobody attributes to document handling, because the connection is invisible at the point the filing was rushed.
What gets built
Three things, in this order.
- 01
Capture at the point of delivery
Signature, photograph and condition notes captured against the consignment on the driver's device, validated for legibility before the driver leaves.
- 02
Automatic indexing
Documents attach to the consignment, customer and date without anyone naming a file. Retrieval is a search, not a trawl.
- 03
Exception queue for failed captures
A delivery without valid proof surfaces the same day, while the driver can still remember it — not eleven months later during a dispute.
The metric
Share of deliveries with valid, retrievable proof within 24 hours
It is leading rather than lagging. Claims conceded for missing documentation is the cost, but it arrives a year late — too slow to manage against.
The boundary
What stays with a person
Proof of delivery is evidence. The system validates capture quality but never generates, reconstructs or amends a record.
Related
More for Logistics & Transport.
Working example
AI Consignment Desk
A working system for this sector. Open the console and follow one record all the way through it.
Open AI Consignment DeskYou already know which process is bleeding.
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