Lost packages, delivery disputes, and missing proof of receipt are common headaches for businesses handling last-mile deliveries. Traditional paper-based tracking methods leave too much room for error, leading to frustrated customers and costly mistakes.
This is where electronic proof of delivery (ePOD) comes in, offering a seamless, digital way to verify and document deliveries in real time.
This article explains what ePOD is, how it works, and why it’s a must-have for modern logistics. From electronic signatures to real-time GPS tracking, businesses can now ensure accuracy, security, and efficiency in their delivery operations—all while improving customer satisfaction.
What Is ePod (Electronic Proof of Delivery)?
If last-mile delivery service is the last step along a chain of consumption, ePOD is the last step within the last step. With ePOD, a delivery driver can now drop off a product at its destination and provide electronic proof through a mobile app.
This last step can come in many forms, including photos or electronic signatures, and it offers tremendous benefits from the manufacturer to the consumer.
For businesses looking to streamline their logistics and enhance customer satisfaction, proof of delivery software is an indispensable tool. This software can often be integrated right into your existing warehouse management systems (WMS) and downloaded on mobile phones for delivery drivers.
Digital proof of delivery is now a standard feature for most last-mile delivery software options. Businesses want to be able to track their products along the supply chain and consumers want to track their purchases until they arrive.
How Does Electronic Proof of Delivery (ePod) Work?
The step-by-step process of ePOD follows a predictable route:
1. Loaded
The driver will scan the barcode of the product into the app on a mobile phone to signal it has been loaded onto the truck and is out for delivery.
2. Out for delivery
Businesses and consumers will get a notification that the product is in transit.
3. Proof of delivery
When the driver physically delivers the product, they can scan proof into the mobile app. This proof can come in various forms. The driver will then close the route for that product.
Types of Electronic Proof of Delivery
What are those various forms of proof?
Electronic signature
The driver can have the recipient of the product provide an electronic signature directly in the mobile app, which will be captured and saved to the software.
Photos
The driver can take a photo of the product once it has been delivered. The photo will then be saved to the software.
Locations coordinates
Many ePOD software options will allow businesses to track the location of the product in real time. The driver will essentially have GPS tracking on the mobile phone as long as the product in question is still with them. Once it has been delivered, the GPS tracking for that item will be turned off.
Quantity of goods
Sometimes, for larger deliveries, a delivery service needs to be able to report back that fewer items were able to be out for delivery. If, for example, only part of an order was able to be delivered that last mile, and the other portion has been delayed, ePOD software can capture and share that information with the manufacturer, supply chain management, and the consumer in real time.
PIN code
Many businesses today offer white glove delivery services, which include high-security measures. If your business delivers luxury or high-value goods, you can opt for extra security, like a PIN code. In this case, the recipient will have to enter a PIN into the delivery driver before receiving the delivery.
COD
Finally, and less frequently, some businesses offer cash-on-delivery (COD) options for their products. In this case, a delivery driver can enter the amount of cash received in their mobile app once it has been collected.
Benefits of ePod
While it might seem obvious to some, there may still be questions about why a business should integrate ePOD software into its existing CRM or other systems. Aside from the fact that it brings your company into the future by modernizing this last step in last-mile delivery service, these are some of the benefits you can expect:
Reduces paperwork
No more taking copies and filing triplicates of invoices and delivery receipts. Now, you can get down to little or no paperwork at all. You’ll shift all proof to the digital system and reduce your carbon footprint at the same time.
Offers more security
The details of the delivery can be passed on to management and consumers with complete security. Plus, you’ll be eliminating customer disputes because you can prove the product was delivered securely with photographic or other evidence.
Simplifies audit processes
When it’s time to review and analyze your supply chain management systems, ePOD will save you tons of time and money. You can integrate the software with your CRM and review inefficiencies, look for areas of improvement, and make decisions about adjustments all in a single dashboard.
Improves delivery productivity and reporting
Because you can track each product in real time, you’ll be able to reduce delays, mistakes, and missteps. You’ll have a more productive delivery service, and when there are issues, you’ll get notifications about them at the moment, so you can adapt accordingly.
Enhances customer experience
Finally, all of these improvements and boosts lead to perhaps the greatest benefit of all — increased customer satisfaction. When your customers can get shipping fast and accurately and track it all the way, they’re more likely to trust you to deliver in the same way in the future. This means they’re more likely to buy from you again and tell their friends about you.
Cost Savings of Electronic Proof of Delivery
Cost efficiency is one of the key selling points of ePOD software. This software is a powerful tool for reducing delivery errors and the associated costs.
By providing proof as described above, businesses can ensure that deliveries are completed accurately and verified in real time. This eliminates disputes and the costs associated with them.
By eliminating the need for paperwork, you save money on the supplies and the time needed to fill them out.
Real-time tracking also contributes to cost efficiency by providing exact locations of drivers, allowing for optimization of routes and reducing labor and fuel costs.
Furthermore, integrating proof of delivery software with your other operational systems increased efficiency in the warehouse and in the company in general. This further cuts costs related to warehouse and supply chain management.
In short, ePOD software saves big money in many ways.
Key Features of Electronic Proof of Delivery Software
The two most critical features of ePOD software are the user-friendly mobile application for drivers and the integration capability with other systems. These make it a seamless onboarding process that can be quick and easy.
User-friendly mobile application for drivers
While you can, and often should, run your last-mile delivery service software and ePOD software from a desktop in your office or warehouse, the mobile-friendly ePOD app is a real selling point. Why?
You can manage the supply chain, the delivery systems, and more from your office, but you can also sync up with any of your drivers, even in fleet management, at any time and anywhere. That’s cutting-edge technology that offers the highest quality of delivery service.
For example, say you have a product out for delivery, and your customer calls to find out why it’s been delayed. You can locate the product via its barcode and communicate directly with the driver. Then, you can report back to the customer the reason for the delay. Maybe it was a flat tire, an unexpected traffic issue, or even a sudden shift in weather patterns.
In any event, you’ll know, and your customer will continue to feel trusting of your business.
Integrations with existing systems
The second, though no less spectacular, feature of ePOD software is its ability to integrate with virtually any system. You don’t have to get rid of your existing CRM, WMS, or any other tools you use to manage your supply chain.
ePOD software will integrate directly, so you can work from within your existing workspace and include the tracking and metrics from your ePOD software in your big-picture analytics. You’ll be able to see how your delivery service fits into your marketing, manufacturing, and IT systems in general.
These integrations eliminate manual data entry errors and ensure accurate tracking of goods throughout the delivery process. You’ll get real-time updates and synchronization.
Integrations also allow for your business to grow and adapt, and ePOD software will grow right along with you and your existing systems. So even the smallest delivery business can scale without worrying about having to change all of your software needs.
Final Words
In the end, there is no downside to adding electronic proof of delivery to your business strategy, and there are so many upsides. The benefits, from cost savings to improved customer service, uplevel your business to one that takes innovation seriously.
You’ll build trust with your customers and have accountability with your supply chain partners.
Now, all you have to do is choose the ePOD software that will work best for your needs.
Cigo Tracking offers delivery route software that includes the ePOD feature, so you can optimize routing, track in real time, integrate with your existing systems, and get comprehensive analytics.
Sign up for Cigo Tracking today and see how we can help increase your tracking efficiency.
