What is EPOD? Understanding Electronic Proof of Delivery Software and How It Works

Are you still relying on the pen and paper to collect your proof of delivery? If you do, you know just how time-consuming and error prone this can be.

One file goes missing and you need to do the cumbersome process of tracing paper trails.

For any delivery business, adopting electronic proof of delivery (ePOD) is essential for documenting a successful delivery while reducing manual errors.

Moreover, logistics companies find that ePOD software significantly enhances customer retention by providing real-time visibility into delivery status and timely updates. It’s a great way to reduce error and mitigate disputes as well!

In this article, we’ll learn how electronic proof of delivery software work, its key features, and top benefits.

What is ePOD Software?

When acquiring a proof of delivery (POD), it was common to require the receiver to sign a delivery note to confirm the receipt of goods. This would then be returned back along the supply chain for invoicing.

But over time, paper-based systems presented problems such incorrect data entry, missed invoices, and well, even more lost paperwork.

ePOD helps resolve that by eliminating physical paperwork altogether.

It lets you turn your drivers’ smartphones (or other devices) into a terminal for the customer to sign their name electronically, transitioning from the traditional customer signature on paper documents to a digital format called ‘sign on glass’.

This feature not only provides immediate electronic proof of delivery but also ensures delivery confirmation through capturing geotags & timestamps, photos, clients’ signatures, and package information (via scanning).

The signature is then uploaded into the delivery app (or transport system) to provide a digital proof of delivery, where it can be referenced by dispatch. It can even be automatically returned to your customers in their required format, within moments of it being collected.

Additionally, ePOD software digitizes delivery documents for easier access and management, streamlining the process of safe and successful deliveries while reducing internal communication time.

Makes for a good customer experience, doesn’t it?

Electronic proof of delivery software can be installed on a range of mobile devices, and if it’s fully featured will integrate with agents’ systems too. Meaning no more endless devices for your drivers to switch between.

With this real-time visibility and reliable data, your entire chain becomes easy to trace. It also allows for automated invoicing and delivery notifications.

How does proof of delivery software work?

Deliveries don’t end when you leave a package on your customer’s doorstep. Additional steps, including obtaining a signature for proof of delivery,

A key strategy to improve operational efficiency is through the use of electronic proof of delivery (ePOD) software. This technology not only facilitates quick and easy signature collection by drivers but also plays a significant role in optimizing delivery routes, enhancing delivery accuracy, reducing costs, and providing complete visibility and customer satisfaction throughout the delivery process. The software typically splits into two parts.

1. A mobile app for your drivers to collect signatures quickly and easily.

2. A management portal for your other staff to view real-time updates and oversee the next steps (which can also be automated).

Throughout the day your drivers capture recipients e signature using the app, and they can also take a photo of the parcel on arrival in lieu of a signature. The signature or photo and relevant data (like device and location information) is then transmitted back to the management portal in real time. Instant mobile proof.

Looking at the portal, your office staff can leverage a range of features:

▶️ Create workflows for drivers to follow for operational efficiency

▶️ Set up automated customer contact triggered by the POD, including sending instant delivery notifications to customers

▶️ Contact drivers when necessary

▶️ Monitor the live data stream and keeps customers informed for any delays

And when a delivery goes missing? Your entire team will be able to track and trace quickly and accurately. Customer service agents, transport managers and depot staff all have clear visibility in real time to know exactly where that parcel was last seen.

What businesses use POD software?

If you run a Delivery, Courier, Point 2 Point, Transport, Warehouse, or Freight Management Company, then consider leveraging ePOD software.

Of course, we’d have to give a cheeky shoutout to the platform we offer at TransVirtual!

Our comprehensive software is designed to cater to various types of delivery-related businesses, offering an all-in-one solution for managing and optimizing delivery operations with the integration of ePOD features.

More than just saving you costs, switching to a fully-featured proof of delivery software will put time and control back in your hands.

As a complete delivery solution, we help you address multiple aspects of the delivery process, including GPS-based management and proof of delivery, ensuring a seamless operation.

Let’s Zoom Into Benefits: From Efficiency to Customer Satisfaction

You might be wondering by now exactly what changes you’ll see with electronic proof of delivery software. Let’s take a closer look.

Streamlines Last-Mile Delivery

ePOD software contributes significantly to ensuring the success of deliveries through real-time tracking and proof of delivery, streamlining operations and improving the overall customer experience.

Improved Delivery Accuracy

Delivery management is significantly improved by automating key parts of the entire delivery process. By keeping digital, real-time records for the whole delivery cycle, you prevent lost paperwork or missed invoices.

Manage Customer Expectations

ePOD software plays a crucial role in enhancing customer satisfaction by ensuring seamless communication and contactless delivery options.

Keep your customers in the loop with real-time tracking. Take and store images as standard practice so when things go wrong, you have the data to solve issues. On your end, you get an instant delivery notification when orders are completed.

Sign on glass

Capture signatures and record pickups and deliveries instantly. Drivers can send automated delivery notes and a delivery receipt to the customer. It’s particularly useful if you offer contactless delivery options.

Proof of presence

No more customers doubting drivers were really there. Tracking, photos and scanned QR or barcodes all prove they’re at the right address.

Aside from ePOD features, delivery management software also offer operational benefits such as the following:

• Schedule driver itineraries. These platforms are great for arranging multiple deliveries, optimizing driver workloads and scheduling consignments strategically using a combination of advanced route optimization algorithms, real time tracking, and manual processes (for when you want to configure things on your own).

• Manage vehicle loading. Auto-allocate based on predefined rules, but manually override as needed.

• Create industry workflows. Don’t get locked into someone else’s process, flexible software will allow you to adjust workflows to suit almost any scenario. Make rules for specific customers or freight profiles.

Automate Delivery Tracking Today!

Considering making the switch from manual to electronic proof of delivery?

It’s not always simple, unfortunately, changing over any business process can be time-consuming and stressful. But with some time and consideration on your part and expert guidance from us, we can make the switch seamless for you.

Leverage our experience to claim back time and control of your business.

Here’s a few quick tips to help smoothen the process:

1. Define your goals: what do you really want to get out of your electronic proof of delivery software?

2. Find the right software for your business: make sure you choose a platform that can meet your needs in the long run.

3. Get your staff on board too: they’ll be the ones using your software and can make or break the process.

4. Make and follow a detailed plan: implementing new software can be a long process, having a clear plan will help your team maintain momentum.

If you still have questions, we’re really happy to help! You can schedule a commitment-free call with our experts and we can strategise the best solutions to your most pressing delivery problems today.