The Proof of Delivery App Built for Construction Teams
Capture delivery confirmation digitally at the point of handover with photos, GPS location, and customer signatures. Eliminate paper dockets and delivery disputes with timestamped proof that appears instantly in your system.
Trusted by companies, projects and teams of all sizes
Why Proof of Delivery management Is Harder than It Should Be
Paper dockets get lost or damaged
Physical delivery receipts and clipboards go missing in transit or become illegible from weather damage.
Illegible signatures cause delivery disputes
Handwritten signatures on paper are often unreadable, making it impossible to verify delivery acceptance.
Manual data entry delays and errors
Drivers must return to depot to manually enter delivery details, causing delays and transcription errors.
No proof when customers claim non-delivery
Without timestamped photos and GPS coordinates, delivery disputes become he-said-she-said scenarios.
A Smarter Way to Manage Proof of Delivery
Digital signatures and photo documentation
Customer signs directly on the driver’s device while photos document the delivered goods and drop-off location.
Automatic GPS and timestamp capture
Device location and delivery time are logged automatically without any driver input required.
Instant system integration
Complete delivery records appear in your management system before the driver reaches their next stop.
No proof when customers claim non-delivery
Every delivery includes GPS coordinates, photos, signatures, and timestamps that can’t be disputed or lost.
Understanding Proof of Delivery Software
What is digital proof of delivery?
Digital proof of delivery replaces paper-based delivery dockets with electronic records captured on mobile devices. Instead of clipboards and paper receipts, drivers use smartphones or tablets to document deliveries with photos, GPS coordinates, timestamps, and digital customer signatures. This creates tamper-proof delivery records that are immediately available to back office staff and customers.
Key components of effective delivery documentation:
- Photo evidence of goods delivered and condition upon arrival
- GPS coordinates proving exact delivery location
- Timestamp showing precise delivery completion time
- Digital customer signature confirming acceptance
- Voice notes or text documenting any delivery issues
- Automatic linking to original job and customer records
Why paper delivery systems fail
Traditional paper-based delivery systems create multiple failure points. Physical dockets get damaged by weather, lost in vehicle handovers, or become illegible due to poor handwriting. Manual data entry introduces transcription errors and delays, while paper receipts provide no GPS verification or timestamped evidence. When delivery disputes arise, paper records often lack the detail needed for quick resolution.
How To Set Up a Digital Proof of Delivery Using Sitemate
Step 1:
Step 2:
Enable GPS and photo capture. Configure automatic location capture and mandatory photo requirements for delivery documentation.
Step 3:
Set up customer signature workflow. Define signature requirements and customer review process for delivery acceptance.
Step 4:
Connect to job management system. Link delivery forms to your existing job records and customer database for seamless data flow.
Step 5:
Start Faster With Built-In Proof of Delivery Templates
See How Sitemate Has Already Helped Companies Like Yours
"Instead of spending 5 days on data entry, it's now just ad hoc time checking the data coming in electronically."
- Rhys Thomas, CFO
95% time saved
On manual HR data entry tasks
0 lost forms
Thanks to digital submission
Customer delivery tracking with Flowsite
Customers receive real-time delivery updates and can access their digital delivery receipts through secure portals, improving transparency and reducing delivery inquiries.
Comparison: Paper Proof of Delivery vs Digital Proof of Delivery
Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.
GPS location verification
Timestamped delivery records
Photo documentation
Digital signatures
Audit trail
Instant system integration
Searchable records
Weather-proof documentation
Automated reporting
Paper
Frequently asked questions about Proof of Delivery
What if the customer won't sign digitally?
Driver can still capture photo proof and delivery details. Customer signature is preferred but not mandatory for record creation. The GPS location, timestamp, and photos provide sufficient delivery evidence.
How does GPS verification work if I'm delivering inside buildings?
The system captures the best available location data, typically accurate to within a few meters. For indoor deliveries, the GPS coordinates show you were at the correct building or site address.
Can drivers access delivery records when they're offline?
Yes, the mobile app works offline and syncs delivery records once connectivity is restored. Drivers can capture photos, signatures, and notes without an internet connection.
How long are digital delivery records stored?
All delivery records are stored permanently in your Sitemate system and can be accessed for audit, dispute resolution, or customer inquiries at any time.
What happens if a customer disputes a delivery after signing?
You have complete documentation including the customer’s digital signature, timestamped photos showing condition upon delivery, and GPS coordinates proving location. This evidence typically resolves disputes quickly.
Can customers access their delivery receipts directly?
Yes, through Flowsite customer portals, clients can view their digital delivery receipts, photos, and delivery details immediately upon completion.
How does this integrate with our existing invoicing system?
Delivery records flow directly into your job management system and can trigger invoicing processes automatically, eliminating the need to manually confirm deliveries before billing.
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