Proof of Delivery Capture and Verification
Check every POD photo or scan for consignment number, date, signature, stamp and remarks, match it to the shipment in your TMS, and flag short, damaged or doubtful deliveries before billing.
- Industry:
- Logistics & Supply Chain
Who it is for
- Head of Operations
- Billing and Collections Manager
- Regional Hub Manager
- Key Account Manager
The problem
For B2B, FTL and PTL shipments, the signed POD or acknowledged lorry receipt copy is what lets you raise an invoice and defend it later. PODs come back as driver phone photos, branch scans or physical copies weeks later, and a billing team checks each one by eye before the shipment can be closed.
Billing waits for PODs
Invoices cannot be raised, or get disputed, until a clean POD is on file, which ties up working capital.
Unreadable or incomplete PODs
Blurred photos, missing consignee stamps, unsigned copies or the wrong LR number surface only when the customer rejects the invoice.
Remarks missed
Handwritten remarks such as short receipt, cartons damaged or seal broken are easy to miss and later become claims nobody prepared for.
Reused or doubtful PODs
The same POD image uploaded against several shipments, or a photo taken far from the delivery address, is hard to spot by hand.
What we build
We build a POD verification service that receives images from your driver app, branch scans or email. It reads the LR or AWB number, invoice references, date, package count, consignee name, signature, stamp and handwritten remarks, and matches the POD to the shipment in your TMS. It compares counts with the manifest, picks out remarks that indicate shortage or damage, checks GPS and timestamp metadata against the delivery address where available, and detects reused images. Clean PODs are marked verified for billing; anything incomplete or doubtful goes to an operations reviewer with the reason.
- Reads LR or AWB number, invoice references, dates, counts and consignee details from photos and scans
- Detects signature and consignee stamp, and reads handwritten remarks
- Matches each POD to the shipment and invoice in your TMS or ERP
- Flags short receipt, damage and refusal remarks for claims and customer follow-up
- Checks image location and time against the delivery address where captured
- Detects duplicate or reused POD images across shipments
How it works
- 01Receive POD imagesPODs arrive from the driver app, branch scanner, WhatsApp, email or customer portal and are queued by shipment.
- 02Extract fieldsThe system reads shipment number, dates, counts, consignee details, signature, stamp and remarks.
- 03Match to shipmentExtracted values are matched to the TMS record and manifest, including package counts.
- 04Run checksCompleteness, remark, duplicate-image and location checks run on each POD.
- 05Review exceptionsIncomplete, mismatched or doubtful PODs go to an operations reviewer, who accepts, rejects or requests a re-upload.
- 06Release for billingVerified PODs are marked in the TMS, attached to the invoice and published to the customer portal.
Architecture
- Capture
- Driver app upload API
- Branch scan, WhatsApp and email intake
- Image quality check at upload
- Document understanding
- OCR with handwriting support
- Signature and stamp detector
- Remark classifier
- Verification
- TMS and manifest matcher
- Duplicate image detection
- Location and time check
- Review and integration
- Exception review screen
- TMS status update
- Invoice and customer portal attachment
Inputs and outputs
Inputs
- POD photos from driver apps or WhatsApp
- Branch scans of signed LR or delivery challan copies
- Shipment and manifest data from the TMS
- Customer invoice references
- GPS and timestamp metadata where captured
Outputs
- Verified or exception status per POD
- Extracted POD fields linked to the image
- Shortage, damage and refusal remarks for claims
- Duplicate-image alerts
- POD attached to the invoice and customer portal
Where people stay in control
Operations reviewers decide every incomplete, mismatched or doubtful POD and request re-uploads from drivers or branches. Shortage and damage claims are raised and settled by your claims team, not by the system.
Integrations
- TMS such as an in-house system, Oracle OTM or SAP TM
- Driver or ePOD mobile app
- ERP for invoicing
- Customer portal or EDI
- WhatsApp Business API, email and shared drives for branch uploads
Guardrails
- Low-confidence fields always reviewed before a POD is verified
- Duplicate and location checks flag, never auto-reject
- Original images retained unaltered with an audit log
- Consignee personal data masked in logs and access-restricted
- Weekly sampling of auto-verified PODs
Compliance notes
- Consignee details and photos are personal data under the DPDP Act 2023; retention follows your contractual and tax record requirements.
- A verified POD record with audit trail helps you evidence delivery in customer disputes and tax audits.
A typical pilot
Duration: 3 weeks
PODs from one region or one key account, using recent PODs already checked by your billing team, plus a live parallel run.
Deliverables
- 01POD field schema agreed with billing and operations
- 02Working verification pipeline with TMS matching
- 03Exception review screen
- 04Accuracy report against your team's checks
- 05Roll-out plan and cost estimate
What we measure
- Field extraction accuracy
- Extracted shipment numbers, dates and counts compared with billing team records.
- Exception precision
- Flagged PODs that reviewers confirm as genuinely incomplete, mismatched or doubtful.
- Remark capture
- Shortage and damage remarks found by reviewers compared with those the system flagged.
- POD-to-invoice time
- Time from POD upload to invoice-ready status, with and without the pipeline.
FAQs
01Our drivers send PODs on WhatsApp. Can you work with that?
Yes. A WhatsApp Business number can receive POD photos and link them to the shipment by LR number or driver mapping. Many operators move to an app later, but WhatsApp is a quick start.
02Can it read handwritten remarks in Hindi?
Handwritten remarks in English and Hindi are read and classified, and anything the system is unsure of goes to review. The pilot reports remark accuracy separately.
03Will it reject PODs automatically?
No. It marks PODs as verified or sends them to a reviewer with the reason. Rejections and re-upload requests are decided by your operations team.
04Does this work for e-commerce ePODs with OTP?
Yes. The same checks apply to photo or OTP-based ePODs, with more weight on location, time and duplicate checks than on signatures.
Related use cases
- Logistics & Supply Chain
Freight Invoice Audit Against Rate Contracts
Audit every carrier or transporter freight bill against your rate contracts, shipment data and PODs, recalculate each charge and flag overbilling, duplicates and unsupported surcharges.
- Logistics & Supply Chain
E-Way Bill and GST Document Validation
Check that each consignment's tax invoice or delivery challan, e-way bill and vehicle details agree before dispatch, then track validity and Part B updates while goods are in transit.
- Logistics & Supply Chain
Parcel Damage and Dimension Detection
Camera stations at induction, sortation and dispatch measure each parcel for volumetric weight and flag visible damage, keeping time-stamped images as evidence for claims and billing.
- Logistics & Supply Chain
Delivery Status Agent (Voice + WhatsApp)
Answer where-is-my-shipment calls and WhatsApp messages from consignees and shippers, arrange reschedules and NDR reattempts within your rules, and hand complaints and disputes to your team.
Founded by Akhilesh Mittal. 8 years building a security platform for a New Zealand company. IIT ISM Dhanbad and IMT Ghaziabad. Builds production agentic AI.
Start with one lane, one carrier or one hub
Book a discovery call to pick a narrow pilot on your own PODs, freight bills or customer calls, and compare the results with your team's current process.