Answered: Top 18 Proof of Delivery Software FAQs

With the global ePOD services market projected to experience a compound annual growth rate (CAGR) of 22.5% from 2024 to 2032, it’s evident that investing in the right software is critical for future-proofing your business and staying competitive.

You may already be able to see the signs that your business needs a proof of delivery system or know some of the benefits that these solutions provide. But, choosing the right ePOD software for your business can be overwhelming, with so many features to consider, vendors to shortlist and implementation options to weigh up. That’s why we’re here.

In this blog, we’re tackling 18 frequently asked questions about proof of delivery software, covering everything from the basics to those “in the weeds” questions we often hear. Let’s dive in.

What Are the Different Types of Proof of Delivery?

Proof of delivery comes in two forms: paper-based and electronic. Paper-based is the traditional method where the recipient signs a physical document to confirm receipt of the delivery. It can be prone to errors, delays and potential disputes due to lost, damaged or inaccurate paperwork. That’s why most businesses are switching to electronic solutions that utilize digital technology to capture data, provide real-time visibility and enhance mobile workforce operations.

Electronic proof of delivery software allows you to capture a variety of different types of data, including: 

• Signatures

• Photos

• Timestamps and GPS location data

• Status codes such as “customer not present” or “additional parts needed”

• Numerical values such as vehicle temperature readings or mileage

• Free capture notes or details

• Customizable questionnaires

ePOD methods are becoming increasingly popular due to their efficiency, accuracy and ability to provide real-time tracking and visibility into the delivery process.

How Does Electronic Proof of Delivery Software Work?

Most proof of delivery software is split into two parts: a mobile application for your drivers to collect delivery data out on the road and a management portal for your central teams to define data capture processes, review real-time data from the field, and manage mobile workforce operations.

Advanced systems also provide automated customer communications and customer-facing delivery tracking portals. All together this functionality allows you to streamline processes, optimize productivity, enhance customer service and boost employee satisfaction. For a deeper dive into the basics try our definitive guide to electronic proof of delivery software.

Is Proof of Delivery Software Only Suitable for Deliveries?

While delivery might be in the name, advanced ePOD software can benefit any company completing mobile activities, such as deliveries, collections or on-site services—whether that’s to consumers or businesses. For example, here at Aptean we have customers in a range of industries including third-party logistics, food distribution, retail, pharmacy and building supplies.

To support your specific business processes, your proof of delivery software should give you the power to configure driver protocols and customer notification cadences as you require. Configurable screens and the ability to change field names and languages to reflect your business should also come as standard.

What Should I Do Before Implementing ePOD Software?

The decision to implement ePOD isn’t just about digitizing signatures. It’s about complete digital transformation in your mobile workforce operations in order to optimize workflows, boost productivity, enhance customer service and future-proof your business. Therefore, it’s important to do your due diligence before implementation to gain the estimated return on investment (ROI).

• First, you’ll need to evaluate your current processes. Do you rely heavily on paper trails? Are delivery errors frequent? Is tracking a challenge? Understanding exactly where your processes can be improved, gaps you currently have in your workflows and what objectives you want to achieve will ensure you get the most from your new system.

• Now, based on those process improvements and overarching goals you’ve identified, create a list of must-have functionality that you’ll need from your new system. This list may also include important vendor characteristics. For example, if staff adoption could be an issue, you'll need a vendor who can train and support your team with this digital shift, and a system that prioritizes ease of use.

• Next, your ePOD software should easily connect with your existing systems, like enterprise resource planning (ERP), customer relationship management (CRM) and warehouse management system (WMS) platforms. So, consider which systems you’ll need to integrate with, who will need to be involved and if the data in those systems will need cleansing or refining in advance.

• Finally, think about which team members need to be involved in the vendor discussions, shortlisting, demo and implementation processes. You don’t want a “too many cooks spoil the broth” situation that lengthens or complicates your process, but you do need to ensure all the key stakeholders are included in order to get an outcome that benefits your entire operation.

Can ePOD Handle Multiple Deliveries at the Same Location?

Absolutely—the best proof of delivery systems are designed with flexibility in mind. With advanced data capture and clear delineation between different delivery activities, the software can allow your drivers to log multiple packages for a single recipient or deliver to various locations within one site. This flexibility is crucial in scenarios like multi-unit apartment buildings or business complexes, where one trip could involve several deliveries.

ePOD also allows you to record separate signatures, delivery details and GPS data for each delivery. So, whether it’s one box or ten, everything is recorded efficiently, accurately and securely. This level of detail ensures you avoid disputes, improve customer service and maintain clear records without added complexity.

How Does Real-Time Tracking Benefit My Delivery Operations?

Real-time tracking gives you visibility over your fleet—end to end. From the moment a delivery leaves your warehouse to the second it’s delivered; you can monitor its progress. With ePOD, you’ll know how each driver is progressing through their daily tasks, have full details on completed deliveries and be able to proactively respond to delays or issues. This gives you real-time visibility of key performance indicators (KPIs), allowing you to better manage your mobile workforce and boost productivity.

What’s more, the best proof of delivery software provides a real-time tracking portal for your customers—ensuring transparency, building trust and improving service. This self-serve access to delivery updates also reduces “where is my order” calls into your service teams and can increase first time delivery success.

What Happens if My Driver’s Device Loses Signal?

No worries—the best ePOD apps are designed to operate seamlessly even in areas with limited or no mobile data coverage. In these situations, your drivers can still access their assigned activities and continue to record delivery information. Then, once the device reconnects, all data is automatically synced to your office-based teams, ensuring nothing is lost. This offline mode prevents delivery delays and allows operations to continue without interruptions.

Equally important, the customers receiving deliveries will notice no difference in on-site service whether the device is online or not. They are still able to record their signature on the app, and the driver is still guided through all of your required service protocols in exactly the same manner. So even if the signal is patchy, your service levels are not.

Does Proof of Delivery Software Support Invoicing?

Increasing invoicing speed is a common benefit of implementing proof of delivery software. With the system, accurate and watertight delivery details are captured and automatically transmitted to your internal systems. This means that once a delivery is completed, you don’t need to wait for paper PODs to make their way back to the office—real-time data transfer means that invoices can be generated immediately, using reliable data.

What’s more, by integrating ePOD with your back-office systems, such as ERP or accounting software, you can automate the entire invoicing process, making the end-to-end operation faster and more accurate. This will reduce manual effort, cut down errors and improve the speed at which invoices reach your customers.

Are We Restricted to a List of Off-The-Shelf Data Capture Processes?

Not at all. Advanced proof of delivery software offers customizable forms and workflows that adapt to the specific needs of your business. Only shortlist systems that allow you to configure data capture processes to include whatever information you require. Whether that’s advanced delivery details, vehicle checklists, customer service questionnaires, site risk assessments or accident reporting forms, the best ePOD can be tailored to capture precisely what you need.

This flexibility allows you to personalize service workflows. For example, third-party logistics (3PL) companies can tailor processes to each of their client contracts, offering differentiating levels of service without sacrificing efficiency. This functionality also helps you streamline operations and respond to unique business demands without compromising accuracy or productivity.

How Can Proof of Delivery Software Help Us Reduce Delivery Costs?

In a nutshell, proof of delivery software helps you trim the fat—both in terms of time and costs. Here are just a few ways: 

• It eliminates the need for paper PODs, cutting down on printing and administrative expenses while improving accuracy. The time saved from manual data entry and reconciling information across departments means your team can focus on higher-value tasks.  

• This digital collection of data also ensures a more reliable, auditable trail of every delivery event, so you can reduce customer disputes and chargebacks.  

• Providing real-time delivery tracking for your customers increases first-time delivery success rates, reducing the costs of redeliveries and returns as well as improving customer service to promote loyalty and reduce lost revenue.  

• Smoother and quicker on-site processes using the mobile app can boost productivity, allowing your drivers to complete more deliveries per day, all while simplifying their daily tasks, improving job satisfaction and reducing turnover.  

• Faster invoicing cycles ensure your business gets paid sooner—ultimately improving your cash flow.

We Use Sub-Contractors or Multiple Carriers—Can ePOD Software Still Help Us?

Absolutely, the best systems offer this level of flexibility to support working with multiple carriers, agency drivers, subcontractors and 3PL partners. They do this by offering you the same functionality and tracking features as you use with full-time employees. This means you can easily onboard and manage external drivers while maintaining the same high level of oversight and control that you have over your in-house teams.

This flexibility is particularly useful in industries with fluctuating delivery demands, allowing your business to scale up your workforce without compromising on visibility or control. Agency or carrier drivers can log in to the system just like regular employees, ensuring a seamless delivery process, customer service and management visibility.

Can We Add New Jobs to a Driver’s Schedule While They’re on the Road?

Yes, most proof of delivery systems provide the ability to add new deliveries or change routes on the fly. Whether your business regularly handles ad-hoc deliveries and services, or you need to assign jobs to other drivers in case of unexpected delays, ePOD software is ready. It helps you add new jobs to a driver’s schedule in real time and ensure drivers receive instant updates on their mobile devices, with all the necessary delivery details and procedures included.

This ensures you can respond to last-minute changes, urgent deliveries or cancellations in real time—without needing drivers to return to the depot. By allowing for real-time adjustments, you can make the most of your drivers’ time, increase fleet productivity and enhance overall customer satisfaction. It’s all about flexibility and agility in meeting your delivery demands.

Can I Integrate ePOD Software With My Existing Systems?

Good proof of delivery software is designed to integrate seamlessly with various enterprise platforms like ERP, WMS, CRM and other industry-specific software solutions. These integrations allow real-time data flow across your departments, ensuring everyone is on the same page and has up-to-the-minute data—from inventory levels to customer communications.

By having all your data connected, you streamline workflows and eliminate data silos, leading to greater operational efficiency and accuracy. So be sure to ask potential vendors about native integrations they offer, which systems other customers have integrated with and if they have standardized processes. Tackling these questions early will ensure there are no unexpected surprises during implementation and that you can maximize the ROI of your ePOD system.

Are We Able to Upload Useful Documents for Our Drivers To View in the App?

Yes, advanced proof of delivery systems allow you to upload important documents, such as instruction manuals, safety guidelines or installation notes directly into the app. This ensures that drivers have access to the information they need at the point of delivery, reducing errors and improving efficiency.

The ability to provide drivers with up-to-date, job-specific documents enhances the overall delivery experience. Whether it’s a special customer request or compliance-related paperwork, everything is readily available in one place. 

How Quickly Can I Get Started With Proof of Software?

The implementation time for ePOD software varies depending on the complexity of your operations and the level of customization required, however it’s usually a quicker process than many large-scale software projects. Your business can deploy the system within a few weeks with the right prepartion and vendor.

Speaking of vendors, make sure to look for providers that follow tried and tested processes covering configuration, integration and training—so implementation is speedy and streamlined. Internally, focus on defining clear objectives, cleansing your data for integrations and engaging your team early with training and support to ensure a smooth rollout.

What Kind of Training Is Available for ePOD?

Adopting proof of delivery software relies on choosing the right vendor that offers hands-on training and ongoing support. But before even considering training needs, you should look for a user-friendly solution with step-by-step workflows to minimize the learning curve and improve adoption. It’s also a good idea to ensure your entire team understands the benefits both they and the business will encounter, so they’re bought in from the very beginning.

Once that’s taken care of, you should opt for a vendor that provides comprehensive support and a range of training resources. This should include as standard some hands-on training for your staff during implementation, but can also cover instructional videos, help documents and user guides.

How Do I Ensure Ongoing Support for My Proof of Delivery Software?

This all comes down to vendor choice. You’ll want to look for a provider that offers a strong, reliable support infrastructure with 24/7 customer service, regular system updates and resources like online tutorials and user manuals. Continuous training options are also key—especially as your team grows or the software evolves.

A responsive vendor can quickly resolve issues, minimizing downtime and keeping your operations running smoothly. Make sure they provide ongoing technical support and regular software updates to ensure your system stays optimized and aligned with your business needs, as well as evolving to suit the changing industry requirements. 

Can ePOD Software Scale With My Business?

Yes, your ePOD system should scale seamlessly with your growing business. Look for systems that allow you to add new user licenses when required and empower you to amend or iterate on your delivery procedures within the system, without requiring costly changes or professional services. This functionality is particularly helpful for 3PLs or distributors, ensuring you can personalize delivery protocols for different client contracts and win more new business to power growth.

What’s more, look for vendors that offer cloud deployment to provide flexibility, security and reliability, even during peak periods. This means you can effortlessly add new users, devices and locations without compromising system performance.

Is Aptean Proof of Delivery Software the Right Solution for My Business?

We may be a little biased, but we think the answer here is yes. And here’s why.

At Aptean we aren’t only focused on delivering innovative industry-specific software—we’re committed to being long-term partners to our customers. From proven implementation processes to continuous support, our experienced in-house teams are there for your business every step of the way. With us, you get robust software backed by expert support, allowing you to focus on optimizing your operations with confidence.

What sets us apart is our deep industry expertise, customization options and commitment to innovation. With active development pipelines, cloud deployment and AI-enhanced functionalities, our solutions are designed to grow with your business, ensuring that as your delivery demands increase, so do your capabilities.

What’s more, our advanced proof of delivery software integrates seamlessly with our other transportation management solutions, including our best-in-class route optimization system so you can power your full digital transformation journey without the hassle of managing multiple vendor contracts and support systems.

Still not convinced? View this online product tour to see our proof of delivery software in action, or if we missed one of your questions in the list above get in touch with one of our experts. We're always happy to help.